Musicoclcusers.org



CONTENTSOFFICERS AND APPOINTEES HYPERLINK \l "_CHAIR_1" Chair PAGEREF chair \h 2Vice Chair/Chair Elect, Past Chair 11Secretary/Newsletter Editor PAGEREF sec \h 16Treasurer 19MOUG’s Incorporation and Non-Profit Status PAGEREF _Ref284089526 \h 34IRS Obligations PAGEREF _Ref284089517 \h 36Treasurer-Elect/Past Treasurer PAGEREF _Ref253336936 \h 38Continuing Education Coordinator (CEC) PAGEREF CEC \h 39Reference, Discovery, and Collection Coordinator (RDC Coordinator)54MOUG/OCLC Liaison 57OLAC Liaison PAGEREF olacliaison \h 60MOUG Web Editor PAGEREF _Ref42099857 \h 61Social Media Coordinator62List Owner for MOUG-L PAGEREF _Ref284092562 \h 63POLICIES AND PROCEDURESHandbook Revisions65Archiving of Materials PAGEREF archive \h 66Awards & Grants67Distinguished Service Award67Ralph Papakhian Travel Grant71Best of MOUG PAGEREF _Ref284090599 \h 74Board Meetings (Including Travel Expenses) PAGEREF _Ref284090798 \h 75Complimentary Memberships/Newsletters PAGEREF _Ref284092462 \h 78Compensation and Honoraria PAGEREF _Ref284091360 \h 79MOUG Representation at Non-MOUG Conferences80Program Committee81Reference, Discovery, and Collection Committee (RDC Committee)81Nominating Committee: Committee Member Guidelines83Nominating Committee: MOUG Chair Guidelines PAGEREF _Ref42100341 \h 86Ballot Procedures PAGEREF _Ref42100345 \h 88Refund Policy92OFFICERS AND APPOINTEESChair ResponsibilitiesA. Serves as member of MOUG Executive Board. B. Responsible for the general supervision and affairs of the group. C. Ex officio member of all committees except the Nominating Committee. D. Serves when necessary as a liaison to OCLC and other appropriate affiliations, e.g., to the Music Library Association (MLA). E. Appoints committees and their chairs and special positions (e.g., Web Editor; list owner for MOUG-L; etc.—see particulars under descriptions of those positions, below). Standing committees are appointed as instructed in the Bylaws. Continuing committees and special committees (e.g. Bylaws Revision) are appointed at the discretion of the Chair as instructed in the Bylaws.F. Calls meetings as instructed in the Bylaws.G. Writes thank-you notes on behalf of MOUG as appropriate, or in conjunction with the Continuing Education Coordinator (CEC). See particulars under Thank-You Letters. H. Authorizes refunds of meeting or workshop registration fees according to Refund Policy. I. Signs all required bank paperwork (and is present as needed) when each new Treasurer creates a new account or adds/removes signatories (see requirements under Signatories to Financial Instruments). Reviews bank and other financial statements sent by the Treasurer. Maintains general awareness of state of finances. J. Writes a column for the MOUG Newsletter. K. Monitors OCLC Global and Americas Regional Council Meetings, arranges for advance notification by appropriate OCLC staff of upcoming registration periods for Council Meetings, and arranges for MOUG representation (unofficial). L. Updates Handbook section as appropriate.M. Works with the Vice Chair/Chair Elect, Past Chair and Treasurer to carry out various duties relating to the Distinguished Service Award and the Ralph Papakhian Travel Grant. N. Maintains awareness of issues related to MOUG’s non-profit status (including IRS obligations); carries out Chair’s related responsibilities. See MOUG’s Non-Profit Status and IRS Obligations for details. O. With the assistance of other current Board members who have already served at least one year of their term, orients new/incoming Board members to their duties immediately following the beginning of their terms in office.[TOP]Suggestions for Carrying Out Responsibilities Committees & AppointmentsBefore Making Appointments: Carefully consider the availability of suitable candidates among the current membership for upcoming open Board offices when making appointments to task forces, ad hoc committees, etc., because it is usually undesirable to have members serving simultaneously on such a group and on the Board unless they are doing so ex officio because it is deemed necessary. Members who seem like they would make excellent candidates for an office that is about to open (i.e., during the current election cycle) should be bypassed during task force or ad hoc committee formation in favor of other members, but the Chair should be careful to make note of the formers’ names and either nominate them her/himself or simply pass their name(s) along to the Nominating Committee when it has been formed.Standing Program CommitteeThis committee is chaired by the Continuing Education Coordinator. For more details, see Program Committee below. Nominating CommitteeThis committee, including a chair, should be appointed as specified in the Bylaws, a minimum of six months before the annual meeting at which that committee’s elected candidates will be announced. Traditionally the committee appointments have been made immediately after the preceding annual meeting; more recently they have been made immediately before the preceding annual meeting. More details about the MOUG Chair’s responsibilities are under Nominating Committee: MOUG Chair Guidelines. See also Nominating Committee: Committee Member Guidelines and Ballot Procedures. Continuing and Special Web EditorThe MOUG Chair appoints the Web Editor for a one-year, renewable term following a search conducted by the Executive Board. Appoint this individual in summer to avoid turnover at the same time Board membership is turning over. (See the old job ad in MLA-L for further ideas.) Always designate two owners and/or administrators (preferably in MOUG’s name) for the website, so that the organization can easily retain (or regain) control of the website in case the Web Editor does not or cannot give the site login and password to his or her successor. For further details, see Web Editor. MOUG-L List OwnerThe MOUG Chair appoints the MOUG-L List Owner. For details, see MOUG-L List Owner.Newsletter Column This should be submitted to the MOUG Newsletter editor by the deadline set by the editor. The call for volunteers to run for office should go in the first newsletter after the annual meeting, with a reminder in the next issue if sufficient time remains following its publication and mailing to meet the Nominating Committee’s published deadline. For more details, see Nominating Committee: MOUG Chair Guidelines: Announcements.Meeting AgendasSend out call for agenda items for annual Business meeting and Board meetings I and II (during annual meeting), and summer Board meeting (or interim Board meeting held in conjunction with OLAC) to Board at least a month before each meeting. Send out reminders to committee chairs, task force chairs, and other office holders (e.g., Web Editor) if oral and/or written reports are expected at the Business or Board meetings. Once set, the agendas for the Board meetings should be sent to the Board prior to the meetings. It is helpful if the agenda for the Business meeting is completed in time to be included in registration packets (find out when the CEC needs a copy of the agenda, or let him or her know if you plan to bring copies yourself). Joint meetings with Online Audiovisual Catalogers, Inc. (OLAC)Because it is usually necessary to hold the interim MOUG Board meeting (i.e., the usually-summer meeting typically held in August) during such joint meetings, which usually take place in the fall, it is important to start discussions of the meeting schedule and financial details early with all parties concerned (e.g., OLAC local arrangements; OLAC’s program planning committee—which should always have MOUG representation to it, usually in the persons of the Continuing Education Coordinator and the OLAC Liaison; MOUG Board members; OLAC’s president; invited guests to the MOUG Board meeting during the joint meeting; etc.).It will be necessary to fit between 6-8 hours of Board meeting time in & around the joint meeting program, preferably without any extra days of travel required on MOUG Board members’ parts, and preferably in a way that permits MOUG Board members to attend as many program meetings and social functions as possible. Find out what concerns Board members have about time away from work and how many days they can realistically be away from work & home given other travel already required of them during the rest of the year, and work closely with the OLAC local arrangements and program planning group to make sure MOUG Board needs are clearly communicated. Ask the OLAC Board before program planning begins about waiving registration fees for MOUG Board members—it may not be possible, but OLAC should be made aware that it is normal practice for MOUG and that it may be a fiscal hardship either for MOUG Board members or our organization to pay registration and MOUG does not automatically cover such fees for Board travel. The MOUG Continuing Education Coordinator should arrange for Board meeting space with adequate furnishings, lighting, etc.Discuss MOUG’s expected contribution (if any) should there be a budget shortfall after all registration fees have been paid, or MOUG’s share in revenues if there is a surplus.All of this should be discussed with appropriate OLAC personnel well before the OLAC/MOUG meeting budget and registration fees are set (and certainly before they are advertised to the membership) and before the MOUG Board commits to attending. A year in advance is not too early. Do not wait to be consulted on these points, as OLAC and MOUG have separate practices. Also be alert to other differences. For example, MOUG identifies Board members on its nametags, while OLAC may not. Board meeting agendas have traditionally included the following items, arranged by Board member or committee reports. For more efficient use of time (and easier minute taking), it is also helpful to use “topical” agenda items, especially for topics that appear under several Board member or committee reports.Annual Board meeting I agenda items (first portion of Board meeting held during annual meeting):review of minutes from summer Board meeting reports from officers committee and special officer reports website and social media developmentbudgetold and new business Annual Board meeting II agenda items (i.e., second portion of Board meeting held during annual meeting):wrap-up of annual meeting; impressions and observationswelcome to incoming officers; thanks to departing officers selection of meeting site and date for next year Nominating Committee (if not already done)Program Committee (if not already done)(if necessary) budget incomplete business from the Board meeting ISummer Board meeting agenda items (see comments above about grouping topical items for more efficient meetings)review minutes of Board meetings I and II reports from officers committee and special officer reports discussion of annual meeting: program, etc. operating budgetmeeting budget (including honoraria for non-MOUG-member presenters, if any; see Compensation and Honoraria, below)website and social media development[Optional] Meeting with the OCLC CEO and/or other staff. If such a meeting is desired by the MOUG Board, arrangements should be made through the OCLC Liaison well in advance of the summer Board meeting.Agenda items for annual business meeting usually include the following (using topical agenda items as needed):opening remarks and introduction of Board members (and guests, if any), call for volunteers to run for vacant offices (Chair) approval of minutes (Secretary) Executive Board reports Committee and special officer reports New business (includes presentation of Distinguished Service Award, if any)Additional Meeting-Related MattersBoard travel expenses: Details about what expenses are covered, and how and when reimbursement is made, are found in the Policies & Procedures section of this document—a hyperlink follows at the end of this paragraph. (Note in particular that all such reimbursements are made subject to the availability of funds, and that the Treasurer is not required to reimburse any MOUG officer for travel expenses until it has been established that funds for Board travel are available. See Travel Expenses.Election results and committee appointmentsUpon notification of election results by the Nominating Committee, the Chair shall promptly notify all candidates of the results and send letters to the newly elected officers. The Chair shall then notify the Board of the results. Because public announcement of the results usually occurs as part of the Chair’s report at the next Annual Meeting, the Chair shall advise candidates and Board members of the need to exercise discretion in informing others of election results, and to do so only for professional or work-related reasons. The Board will need to give its permission to have ballots from recent elections destroyed. (See Handling of Ballots.) Thank-yous (in meetings) These are part of the Chair’s report, and are made, as appropriate, to outgoing Board members, to the OCLC Liaison for assistance with the annual meeting program, to the Program Committee and CEC, and to anyone else involved with the meeting who deserves recognition when it is desirable that such thanks should be recorded in the meeting minutes for publication. (See also Responsibilities below for thank-you letters that must be sent.)Thank-You Letters on Behalf of MOUGFollowing the annual meeting, the Continuing Education Coordinator for that meeting should write thank-you notes to all speakers/presenters. (This should be one of the last acts of an outgoing CEC.)The Chair (or, as a matter of courtesy and practicality, the person who just finished a complete year as Chair) should write thank-you letters to the MLA president and convention managers for MLA’s support; to A-R and its chief contact for its assistance with online registration; to committee or Task Force members who have completed their charges and/or terms of office in the year preceding (including outgoing MOUG Board members); and to MOUG’s Board liaison to OCLC for all services & support provided by OCLC, Inc., during the annual meeting (e.g., the folders, printed programs, and so forth). Thank-yous to others may of course also be required depending on the events and circumstances of the year just completed (e.g., the Summer Board meeting).Other MOUG officers may have situations where thank-you letters are warranted. Note: traditionally, when there is a new Chair, the outgoing Chair has written the thank-you notes as one of his or her final Chair duties, especially if s/he worked closely with the parties over the course of the year(s). However, the current chair is ultimately responsible for ensuring that thank-you letters are sent. Orientation of New Board MembersSome weeks before new Board members take office, send them digital copies of (or links to) the most recent MOUG Handbook (linked at ) and the various documents on the “blind” page so they can read in advance and be prepared for their responsibilities. (Most positions have work to do right after taking office.) Send recent minutes, reports, and links to Board related information on the MOUG web site. As needed, add new members to Board e-mail lists, wiki, etc. Explain to them about contributing to decisions about expenditures (the whole Board is responsible) and other matters. Also encourage them to be in touch with their predecessors about other things they might do to prepare for their roles. When possible, the Chair should organize a lunch or dinner meeting among new, incoming Board officers, him/herself, and the respective outgoing (in most cases) counterparts of the new officers to discuss important matters such as travel reimbursement, expectations for Board meetings, and other “big picture” issues about which the new officers are bound to have many questions. In recent years, this practice has been observed by inviting incoming Board members to “Board Meeting (I)” (usually held Monday evening) and to informal meals shared by the board. These meetings take place at the annual meeting during which election results are announced, and they may take place before the results have officially been announced to the membership. Some of the information should already have been communicated to the new officers by the Chair of the Nominating Committee, but little detail is usually imparted at that point. Also, the incoming officers should already have been invited to attend the second part of the Board meeting that, in recent years, has been a breakfast meeting the day after the annual meeting closes—referred to above as “Board meeting (II),” and informally as the Board wrap-up session. (New officers are very strongly encouraged to attend the wrap-up Board meeting. However, because no travel or lodging reimbursement may be offered at that time, and because they may already have other (e.g., MLA) commitments, attendance is not mandatory.) OCLC Global and Regional Councils The MOUG Chair monitors activities of the OCLC Global and Americas Regional Councils (formerly Members Council), or ensures someone does it.Handbook Review appropriate sections of Handbook prior to leaving office so that changes can be incorporated by the time new officers assume office. Ensure that all new Board members have access to the most recent version of the manual, ideally before their terms commence. Encourage Board members to review the complete manual (and not just their own sections) upon commencing work and after revisions, since responsibilities overlap and relevant information often appears outside of one’s own section. Articles of IncorporationA copy of MOUG’s signed initial articles of incorporation in Ohio is held by the current Chair. This copy should be transferred to the new Chair as soon as s/he takes office, or as soon thereafter as possible. The original is filed in the MOUG archive, which is part of the Music Library Association’s archives at the University of Maryland. See also Archiving of Materials and MOUG’s Incorporation and Non-Profit Status.Distinguished Service Award (MOUG Chair’s Responsibilities)Notify the DSA recipient of the impending award so s/he can make travel arrangements, prepare a citation letter for the winner (in years when a winner has been named by the Board) and distribute copies of it. Work with the Vice Chair/Chair Elect, Past Chair, and the Treasurer, reminding them of their duties regarding the award in a timely manner (see below).For formal details, see Distinguished Service Award Guidelines. Ralph Papakhian Travel GrantNotify the recipient(s) of the Ralph Papakhian Travel Grant of the impending award, prepare a letter, and ensure the award is announced in specified venues. Work with the Vice Chair/Chair Elect, Past Chair, and the Treasurer, reminding them of their duties regarding the award in a timely manner.For formal details, see Ralph Papakhian Travel Grant Guidelines. Fiscal Oversight (including IRS Obligations) As the officer who is “Responsible for the general supervision and affairs of the group” (see Responsibilities, I, B. above), the Chair is responsible for monitoring financial data and budget trends (provided to you by the Treasurer) and for raising any issues and concerns relating to those trends to the rest of the Executive Board so that they may be discussed and acted upon as necessary. The Chair is responsible for seeing that all other officers carry out their responsibilities relating to fiscal matters (e.g., the Continuing Education Coordinator supplying information about food costs for the next annual meeting to the Board in advance of the summer Board meeting; the Treasurer maintaining and distributing to the Board the five-year grid comparing Actual-vs.-Proposed budget trends; etc.), and should be especially attuned to any trends indicating that expenses are starting regularly to exceed income. This responsibility for fiscal oversight also requires maintaining an awareness of MOUG’s current tax status as a non-profit organization (see MOUG’s Non-Profit Status), and of any developing situations (such as unexpectedly having more than $50,000 (formerly $25,000) income in a given tax year, perhaps because of a donation) that may affect the need for the Treasurer to file a federal tax return on MOUG’s behalf. (See IRS Obligations.) It is neither required nor expected that the Chair have expertise in tax matters; only that s/he proceed with “due diligence” in examining tax information available from reputable sources, such as the IRS website, that appears to pertain to MOUG and to other organizations like it. Consultation with boards of directors and examination of the documentation of other, similar library organizations (e.g., the current Fiscal Policies Handbook of the Music Library Association) is advised as an “avenue of first resort” when unexpected tax situations arise, keeping in mind that those resources may be out-of-date or have very different tax situations if they are larger or have a different tax status.MOUG reincorporated, by amending its Articles of Incorporation, in the state of Ohio in January 2012. It is the shared responsibility of the Chair and the Treasurer to ensure that MOUG reincorporate before the end of 2017. [TOP]Vice Chair/Chair Elect, Past ChairResponsibilitiesServes as member of MOUG Executive Board. Serves as Chair if the Chair is unable to serve.Assists with general supervision of the group and works on special projects assigned by the Chair.Updates all sections of the MOUG Handbook as necessary.Provides Executive Board members with publicity fliers or brochures for distribution. Handles outreach and publicity not directly related to the annual meeting (fliers, exchange ads, etc.), in collaboration with the Social Media Coordinator as appropriate.Serves as liaison to MOUG Web Editor and Social Media Coordinator.Works with the Chair to carry out various duties relating to the Distinguished Service Award and the Ralph Papakhian Travel Grant. Updates the MOUG Bylaws and ensures that the most current version is available to the membership via the MOUG website (see G, preceding).[TOP]Suggestions for Carrying Out ResponsibilitiesPreparation for the Position Review as much documentation as possible from past MOUG activities (such as this Handbook, minutes of Board meetings, correspondence, and MOUG newsletters).Updating Online Documents1. MOUG HandbookThis Handbook may be revised at any time by majority vote of the Board, although most changes tend to be made upon the completion of officer terms based on the officers’ experiences. Solicit updated or expanded information for the MOUG Handbook from each officer a few months before they leave office (annually, if possible) so that the Handbook can be updated (if necessary) in time for the incoming officers to receive it when they take office. Consult committee chairs or special appointees to see if their Handbook sections need updating. Board meeting minutes and e-mails can help identify procedural changes that were intended to be entered into the Handbook. (For example, search for the word “Handbook,” but also look for other items that might belong, especially if procedural changes occurred shortly after officers submitted updates.) When editing the Handbook, try selectively to cross-reference or cross-link related items, especially if they might easily be overlooked by new (or hurried) officers or chairs. Detailed formatting instructions for Handbook revisions can be found in the Officer Forms.Send a draft of the revised Handbook to Board members, ideally with changes highlighted in some way, so everyone can see and comment on changes in other sections that might affect their work. Upon Board approval of changes, you can e-mail the Handbook as an attachment or have the Web Editor put the document on the web site. When the updates are complete, send the Handbook in MS Word format to the Web Editor for uploading. Make sure the Web Editor uses the following procedure:The iteration of the Handbook already linked to the Executive Board page (http:// ?) – that is, the one being superseded – is to be moved to the “blind” MOUG Handbook web page (); the page is “blind” because no other Web page links to it, thus rendering it inaccessible to Google and other search engines). When linking the superseded iteration to the “blind” page, it should be renamed according to the date of the iteration (e.g., “MOUG Handbook--June 2007 Revision”). Insert the new link after the older Handbook iterations so that the links appear in chronological order.Link the new iteration of the Handbook to the Executive Board page using the “MOUG Officer Handbook” link. Once the Web Editor has made the changes, check to make sure they were done accurately, and then notify the Board and the appropriate committee chairs that the new revision is available at the Executive Board page.Executive Board minutesSend these to the Web Editor for linking to the “blind” page () as they become available, in both draft and formally approved forms. Once the minutes for a particular Executive Board meeting have been approved by the Board, have the draft version of those minutes removed. The list of minutes should look like this:Executive Board MinutesJuly 2012 (draft)February 2012July 2011(etc.) Forms and Document SamplesThese are also stored at the “blind” page () and referred to throughout the Handbook as “Officer Forms.” After the Board decides on any changes to the number or content of these, communicate them promptly to the Web Editor.VC/CE/PC Handbook Section(s)Review appropriate sections of Handbook prior to leaving office so that changes can be incorporated by the time new officers assume office. MOUG PublicityUpdate the general MOUG brochure, flier, and any ads periodically, particularly when the Treasurer or dues change (in the Treasurer’s section, see the Note about Dues Changes). Send sufficient copies to the current MLA Publicity Officer to be distributed with the traveling MLA exhibit. Have sufficient copies made before the annual meeting so that they can be distributed to all MLA (not MOUG) attendees. Sending 500 copies to the local arrangements committee and requesting that they be inserted into the MLA convention packets is usually possible. Sometimes someone local can copy the fliers at his or her institution and save MOUG duplication and/or mailing costs. Otherwise, try to have items duplicated and/or mailed from your institution or from another Board member’s institution. If an institution picks up the cost of duplication, be sure to thank the institution verbally at the business meeting, or better, in the MOUG program. (NOTE: We are not currently inserting MOUG fliers in the MOUG conference packets.) Contact the Marketing Communications Specialist at OCLC (the OCLC Liaison should be able to identify this person) to get OK for MOUG brochure to be displayed at the OCLC booth at ALA (you may also ask if there are other meetings where OCLC exhibits that would be appropriate venues). Brochures can be mailed to OCLC. For any given ALA conference, 40 copies is probably sufficient for OCLC.Provide timely updates to OCLC for the MOUG information page at the OCLC user group profile webpage ().Exchange AdsMOUG has agreements to exchange ads with MLA and OLAC. Contact the MLA Advertising Manager and the OLAC Newsletter Editor to make arrangements for exchanging ads. The MOUG Secretary/Newsletter Editor will have to be involved in order to provide MOUG’s specifications for ad insertions. Be sure the check the ads published in Notes to ensure they were printed correctly, and that the correct version of the ad was used. Notes requires several months lead time for publishing, so send updated ads or corrections as soon as possible. It may be possible to arrange for additional exchanges (Brio, Fontes, Japanese Music Library Association, etc.) MOUG Web Site and Social Media Outlets Communicate any changes/updates in MOUG matters to Web Editor and Social Media Coordinator in sufficient time so that the website and social media outlets will be as current as possible. Watch MOUG Board e-mail and review Board meeting minutes for potential items. If needed, help coordinate items that may be more readily carried out by other Board members, e.g., conference information from the CEC or posting of older newsletters by the Secretary/Treasurer.G. Distinguished Service Award (Vice Chair/CE/PC’s Responsibilities)Below are general tips. Also be sure to consult the formal Distinguished Service Award Guidelines. Call for Nominations — Post the calls right after the MOUG/MLA meeting, usually two months prior to a May 15th nominations deadline; share results right away with the Board (all nominations are confidential); and have the web site “call for nominations” removed after the nomination period is over . See Nominations (under Distinguished Service Award) for more details. Plaque — Work with the Chair to develop wording for a plaque to present to a winning nominee, at least one month prior to an annual meeting at which it is to be presented, and ensure that the plaque is created and ready for presentation at the meeting. (Expenses directly related to creation of the plaque are reimbursed by MOUG.) See the Sample below; see detailed instructions for plaque (under Distinguished Service Award). Press Releases Announcing Winner — Distribute these after the award is made at the business meeting. See Press Release instructions (under Distinguished Service Award).H Ralph Papakhian Travel Grant (Vice Chair/CE/PC’s Responsibilities)The Vice Chair is responsible for posting the call for nominations by September 1, forwarding applications to the Board by October 5, and posting announcements to listservs, newsletters and the MOUG website (via the Web Editor) regarding awards. See details in the Ralph Papakhian Travel Grant Guidelines. The Vice Chair also compiles and archives case histories identifying names, addresses, manner of selection, and relationship (if any) of awardees to any donors or Board members, as well as the purpose and amount of each award.I Updating BylawsEdit and update Bylaws ASAP following ballot approval of changes to same by the Membership, forward the revised document to the Board for proofreading, and then send the Board-approved final version to the MOUG Web Editor with a request that the revised Bylaws replace the extant version on the MOUG website. (Be sure to include the date of revision in the updated document.)J Post-Chair DutiesSome Chair duties and projects will carry over slightly into the Past Chair position as you wrap up loose ends and transition tasks to the new Chair. For example, an outgoing Chair who becomes Past Chair will generally write the thank-you letters after an annual meeting as one of the final Chair duties (even though s/he is officially not Chair) since s/he had primary contact with the letter recipients over the preceding year(s). This is also courtesy to the incoming Chair who may have many other tasks at hand. Be sure to communicate intent to the new Chair, so as to avoid duplicated effort, misunderstandings, or dropped tasks. The Past Chair shall, upon completing his/her term of office, forward copies of all promotional materials to the incoming Vice Chair/Chair-Elect.[TOP]Secretary/Newsletter EditorResponsibilities Serves as member of MOUG Executive BoardRecords and distributes minutes of all the Executive Board meetings and the annual Business Meeting. Serves as MOUG’s official Parliamentarian during Board and Business Meetings following Robert’s Rules of Order as considered necessary during the course of business. Robert’s Rules of Order may be applied during times of motions, voting, and whenever considered appropriate by those in attendance. Prepares and distributes an Executive Board Roster. Prepares summaries of MOUG activities and advertisements of MOUG publications for publication in other journals and newsletters as needed or as requested by the Board. Acts as liaison to the Music Library Association, reporting on activities three times a year as requested by the MLA President or Executive Secretary.Maintains printed correspondence log of e-mail communication among Board members for archival purposes. Provides Executive Board members with copies of the current MOUG logo in electronic form for use in creating MOUG letterhead for correspondence; publicity & advertising; etc.Supervises the preparation of all meeting summaries for publication in the MOUG Newsletter.Prepares and distributes the MOUG Newsletter.Reviews the contents of the current Online Audiovisual Catalogers, Inc. (OLAC) Newsletter () and reports to the MOUG Board on content of possible interest. Updates Handbook section as appropriate.Works with the Web Editor to post back issues of the newsletter to the Web.Uploads the current issue to EBSCO ftp server. [TOP]Suggestions for Carrying Out Responsibilities MinutesThe incoming Secretary/Newsletter Editor’s responsibilities begin at the end of the Executive Board meeting held immediately following the annual meeting. That is, the outgoing officer is responsible for preparing and mailing minutes from both Executive Board Meetings held at the annual meeting. The Board meetings are informal, but should be kept professional. Robert’s Rules of Order may be applied at the discretion of the Chair with the assistance of the Secretary/Newsletter Editor to maintain a collegial atmosphere; the Secretary/Newsletter Editor serves as official Parliamentarian (see Responsibilities, C, above). Board minutes, including bulleted or otherwise highlighted action items for all MOUG officers to pursue in the period prior to the next meeting, are distributed to all Executive Board members within one month after the meetings take place. Guests present at any Board meeting may receive the minutes of the section of the meeting that they attended if appropriate. Approval of minutes is voted on at the next Executive Board meeting. After the minutes to a Board Meeting are approved (which always takes place at the next Board Meeting), send the minutes and the Board reports as a packet to the archives. Board RosterThe incoming officer’s first duty is to prepare and mail a Board Roster. It is distributed to members of the Executive Board and the MLA President. SummariesA summary of the MOUG annual meeting should be sent promptly to the MLA Newsletter editor for inclusion in that publication. If any guest (i.e., non-Executive Board members) attends a Board meeting, excerpts from the Board minutes pertaining to such guest’s appearance may be forwarded to them. Other correspondence on behalf of the Executive Board may also be requested. Reports to MLAThe Secretary/Newsletter customarily serves as MLA’s MOUG Liaison and in that capacity prepares reports for each MLA Board meeting. The MLA Board meets three times a year: at the MLA Annual Meeting; in the early summer; and in the fall. Reports are due to the MLA President upon receipt of the call for reports. For the exact dates of these meetings, consult the MLA Administrative Calendar at correspondence Since most of the business of the Board is conducted via e-mail, a record of Board correspondence must be maintained. Not every message needs to be kept, but when in doubt, keep it. The Secretary should be alert to informal opinions which may be offered concerning specific individuals in the course of Board discussions; these references should be edited out. The Secretary should make a regular habit of archiving Board e-mails into a word-processing document of some kind. That way duplicated material (such as copies of messages being replied to) can be deleted and uniform formatting applied. See also Archiving of Materials, below.LetterheadLetterhead is self-generated by each Board officer using a current, clean JPG or other common-format image of the MOUG logo that is retained and distributed as necessary by the Secretary/Newsletter Editor. As a convenience, also send the logo in a ready-to-use MS Word file (or in whatever word-processing software format is in widespread use at the time). The MOUG Chair should also have a copy. No envelopes are produced since much of the mailing is done through Executive Board members’ home institutions which require that outgoing mail be sent in envelopes of the home institution. The logo is the same as that used for the newsletter with the newsletter designation blocked. Meeting summaries and photographs in MOUG NewsletterThese typically appear in the newsletter following the annual meeting. Solicit volunteers (via MOUG-L, the website, the Newsletter, and other electronic discussion lists as appropriate) in advance of the meeting to write summaries of each meeting session, and provide them with a brief, specific charge, including a deadline for completion. Refer them to previous post-meeting Newsletters for examples of the expected style and content. No summary is typically provided for working sessions, committee or Board meetings, or sessions led by OCLC marketing personnel (e.g. “Update on OCLC Products and Services”). After receipt of the summaries, letters of thanks are sent to all summary providers. You may also solicit volunteers to serve as meeting photographers, capturing images of presenters and meeting attendees for publication in the newsletter, or for submission to the MOUG Archives as part of the historical record. Photographers should be instructed to obtain from those photographed permission to publish their image in the newsletter or on the MOUG website (verbal permission is fine). Also be sure to obtain written permission (e-mail is fine) from the photographer(s) stating that the photos may be published in the newsletter or on the website, or sent to the Archives.Current MOUG Board members who contribute a column to a newsletter issue should also supply a photograph of themselves to appear alongside their columns.If you do not have access to a scanner to scan physical photos, request that photos be sent as JPG or other common image format in use at the time.MOUG Newsletter preparation and distributionThe MOUG Newsletter is designated as an occasional publication. It has been the practice to try to publish three times per year, in June, September, and December. Particularly with regard to the June and December issues, it is highly desirable for the newsletters to reach the membership no later than the beginning of the months in question. Newsletter tasks include soliciting items for publication, editing contributions, preparing camera-ready copy, arranging for printing, assembling, and mailing, and keeping an electronic file of MOUG newsletters published, to be passed on to the successor for eventual inclusion on the MOUG website (which stays one year behind, e.g., 2012 newsletters are not mounted online until the end of calendar year 2013). The Editor also sends an electronic copy of each issue to EBSCO for inclusion in their products.For exhaustive Newsletter preparation and distribution instructions, please visit the “blind” page for Board members ().HandbookReview appropriate sections of Handbook prior to leaving office so that changes can be incorporated by the time new officers assume office. HYPERLINK \l "_top" [TOP]TreasurerResponsibilitiesServes as member of MOUG Executive Board.Keeps financial accounts and maintains accurate records of all financial transactions.Pays bills and makes deposits for the organization, and handles reimbursements to the Executive Board and designated MOUG representatives for travel or other expenses incurred.Monitors bank accounts, certificate of deposit, and other financial statements and sends copies to the MOUG Chair on at least a quarterly basis. Prepares financial reports, including quarterly and annual reports, a report for the annual meeting, and other special reports as deemed necessary or useful by the Executive Board. Prepares a yearly budget which is discussed and approved at the summer Executive Board meeting.Serves as Membership Officer, communicating with the membership as necessary, and maintaining an up-to-date database of the membership, including current subscription information.Provides membership lists to the Newsletter Editor and a list of current members to the Nominating Committee Chair. Provides membership lists to the Executive Board upon request, in advance of Board meetings for example.Ensures that election candidates are members in good standing by the time annual ballots are distributed. Handles prepared print or online ballots for MOUG officer elections, Bylaws amendments, and changes to annual dues if no other person is assigned to do so. Handles claims for back issues of the Newsletter. Files an E-Postcard with the IRS annually if annual gross receipts are less than $50,000, and files other appropriate IRS forms if annual gross receipts are equal to or greater than $50,000. With Chair, monitors IRS requirements and changes for non-profit organizations. See IRS Obligations. Assists the MOUG Chair to provide fiscal oversight for the Group by reporting in detail concerns or problems relating to MOUG’s finances & budget to the Chair and/or Board in a timely manner. Particular attention should be paid to emerging patterns, for example: two years in a row of operational expenses exceeding income. (See also Chair, Fiscal Oversight)Updates Handbook section as appropriate.Articles of incorporation: A copy of MOUG’s signed initial articles of incorporation in Ohio is held by the current Treasurer. This copy should be transferred to the new Treasurer as soon as s/he takes office, or as soon thereafter as possible. See also Articles of Incorporation in the Chair’s section. Note that MOUG must reincorporate in the State of Ohio by the end of 2017.Preparation for the PositionNotify the following persons and organizations of your current address.MOUG Web EditorMOUG Secretary/Newsletter EditorMOUG Vice-Chair/Chair-Elect or Past Chair (for updating MOUG publicity)EBSCOHarrassowitzW.T. CoxLM Information DeliveryPrevious two MOUG Treasurers (for forwarding purposes)Website hosting provider (currently )B.Purchase supplies or do an inventory of supplies sent by previous Treasurer.9 X 12 clasp envelopes for sending claims for newsletterPlain security envelopes for sending checksSingle window envelopes for sending membership renewalsPostage (as necessary)Return address labels or stampBlank checks“For Deposit Only” stampAccounting software (MOUG will purchase and support the Microsoft or PC version of financial software every few years; if an incoming Treasurer wants the Macintosh version, s/he will have to purchase it him or herself). Note that software should be a separate operating budget line from supplies. Materials for maintaining and organizing print correspondence. File folders or 3-ring binders are suggestedC.Request that the Previous Treasurer sends you the following materials and documents (in print and/or electronic form)Membee access credentials and proceduresNew member welcome letter template (see Officer Forms)Ballots (as an example for constructing future ballots) (see Officer Forms)Checking and savings account moniesChecking, savings, and investment (e.g., certificate(s) of deposit) bank statements for previous two yearsFinancial reports from accounting software for previous two yearsBudget proposals for at least the previous two yearsMOUG Board-adopted budgets for previous two yearsQuarterly financial reports for previous two yearsPrinted copies of past newsletters for sending out claimsAny surplus office suppliesDocuments that show that MOUG is an organization rather than a business. These may be needed to open or maintain bank accounts. Examples: tax-exempt certificate from the government, IRS form with the FEIN (Federal Employer Identification Number), meeting notes, the latest newsletter (the second page explains MOUG’s status and lists its FEIN), draft of current and initial Bylaws, website address, and in particular, copies of MOUG’s initial and subsequent articles of incorporation in the State of Ohio (See more on this immediately below.) III. Suggestions for Carrying Out ResponsibilitiesNote: MOUG’s fiscal and membership year follow a calendar year, January to December. MOUG is currently a 501(c)(3) organization under the IRS code. See: . (URLs current as of March 6, 2015). (See also section IV, below, From the IRS website.)A.BankingWhen opening new bank accounts for MOUG, seek out banks that offer a competitive interest rate for savings accounts and ones that waive fees on checking accounts. It pays to shop around and compare services. Deposits are frequent at most times throughout the year, so ease of access should be considered. Obtain a Deposit Account Resolution and Authorization for Business Entities from your account representative and send this to the MOUG Chair so he/she can also write checks and serve as a back-up to the Treasurer. This authorization is also referred to casually as a “signature card;” each bank has its own name for this form.At least two MOUG Board members should be signatories on any given account (never just one member), including certificates of deposit. Also consider the signers’ longevity on the Board when selecting signers—generally the current Chair or the Vice Chair/Past Chair and Treasurer should always be signatory. See requirements under Signatories to Financial Instruments.The MOUG Treasurer will maintain at least two accounts: business checking, and business savings. There may also be one or more Certificates of Deposit at any given time. To open new MOUG accounts, you will need:Business address and phoneMOUG Tax ID number (FEIN, or Federal Employer Identification Number), which is 31-0951917. Copy of MOUG articles of incorporation and meeting minutes from the last business meeting. (You may also need minutes showing that you are indeed the new treasurer.) Checks from the previous Treasurer to open accountsName of the MOUG Chair (or designated second signer) and possibly his/her driver’s license number, Social Security number, and address. The bank may require that the second signer be present at the time of account origination (See note about signatories.)Two forms of identification for each signer, at least one of which bears a photo.An idea of the types of checks and bookkeeping organization that you would like to utilizeA “For Deposit Only” stampA debit card for paying expenses at MOUG Board meetings, and for making ATM deposits and paying incidental expenses during the year. (See Preparation for the Position, above, for additional documents that may come in handy for opening or maintaining accounts.) Note: MOUG has maintained accounts with Bank of America for several years, and has preferred it for its national presence and for ease of transition between Treasurers. New signers have been added and old signers removed from the accounts as needed, usually at the time of the annual meeting. If a change in bank accounts is required at the beginning of a new Treasurer’s term, the previous Treasurer sends the new Treasurer two checks with which to open a checking account and a savings account, leaving enough money in the previous Treasurer’s checking account to cover outstanding checks. After all checks have cleared, the previous Treasurer sends any remaining funds to the new Treasurer in two separate checks, one for savings and one for checking. Checks will be made out to Music OCLC Users Group (not the individual Treasurer). If for any reason a CD to which the previous Treasurer is signatory has not yet matured, the previous Treasurer will wait for the CD to mature before cashing it (if necessary to avoid penalties for early withdrawal and to earn the full yield on the interest) and mailing a check for the full amount of the mature CD to the new Treasurer. Financial Record-keepingFinancial accounts should be maintained in electronic form, using a report-generating application program. Record-keeping should be kept as current as possible. Checks should be deposited promptly; payments on financial obligations, such as bills, honoraria, and reimbursements, should be made in a timely fashion. Retain all receipts. Promptly review bank statements, forward copies to the MOUG Chair for additional review, and discuss any concerns or problems with the MOUG Chair and/or Board so irregularities can be identified and resolved as soon as possible.Reimbursements to Board Members, or other designated MOUG representatives, or grantees for travel, supplies, software (e.g., accounting software for the Treasurer), award plaques, or other expenses on behalf of the organization, require receipts. These should be labeled and maintained in an orderly fashion. Reimbursement for personal automobile mileage is based on the current IRS figure. Retain all receipts. (Be sure to work with the Chair to ensure that non-Board members, especially the Ralph Papakhian travel grant recipients, know what reimbursement procedures to follow.) Budgeting The Treasurer prepares for and conducts the discussion of the upcoming year’s proposed budget at the summer Board meeting. In preparation, individuals responsible for various items in the budget are contacted in advance for their input on projected income/expenses, including the upcoming year’s anticipated travel expenses. Send Board members a draft budget spreadsheet before the meeting so they have time to digest preliminary figures, then update the budget as needed (on a laptop) during the meeting. Send new Board members copies of the approved budget for the current year so they can make every attempt to stay within the budget during the current year. If the summer meeting will be significantly delayed (e.g., until September or October because of a joint meeting with OLAC), a preliminary budget should be assembled over the summer via e-mail and conference call if possible. When preparing a budget, keep in mind that some conference expenses may change unexpectedly (e.g., sales tax increase, overall prices increase, discounts may not be honored, MLA may not make its room quota and thus incur extra charges, AV prices may be misquoted). As such, include a 5% or 10% contingency fund, and consider excluding promised discounts from the budget.A report showing year-to-date budgeted vs. actual expenditures should be prepared before the summer Board meeting (for use in the budget-setting process), and again after the fiscal year’s end, to be distributed to Board members before the winter Board meeting. See also Financial Reports, following.Following the summer Board meeting, the approved budget is sent out as an Excel spreadsheet or Access report to the Executive Board as the Projected Budget for the upcoming fiscal year. A “forecast” column should be maintained, to note any significant actual or expected variances in budget figures. The original budget figures are not altered, but are kept for reference. Updates to the budget forecast occurring at the annual meeting should be distributed to the Executive Board. Maintain a five-year grid of actual vs. proposed budgets for future budget planning & development purposes. Note emerging trends, if any, and report them to the MOUG Chair and/or Executive Board. For example, two years in a row of operations expenses exceeding income should be cause for concern. On the other hand, two years in a row of income exceeding expenses may present opportunities for programming, representation to external organizations, etc. of which the Board should be aware. Falling or rising bank interest rates should also be noted and discussed during your reports to the Board at the twice-yearly Board meetings, as they impact decisions about moving funds from money-market accounts into certificates of deposit, how much to move, etc. Increases or decreases in Board travel expenses are another type of trend to monitor. In general, trends affecting all “big dollar” lines in the budget should be observed and analyzed for possible cause & effect to the best of your abilities, but don’t feel that you are doing this alone: your responsibility is primarily to note the trends, report them to the Board, and let the Board decide as a whole whether or not they are indicators warranting any sort of policy action.Financial Reports Quarterly (year-to-date) and annual reports should be prepared promptly. Send quarterly reports to the MOUG Board at the (end of March, June, Sept., and Dec.). A budget report on the annual meeting should be prepared as soon as all financial transactions have been completed. See also Compensation and Honoraria.The Treasurer presents an annual report orally to the membership at the annual meeting. Prepare an annual budget analyses (spreadsheets or database reports), with separate sections for the operating budget and one for the meeting budget, showing the breakdown of income and expenses for the current and previous four years, for review at the summer Board meeting. These analyses should be included in the Treasurer’s report to the Board at the summer meeting. Report verbally at that time (and, if necessary at the winter Board meeting too) on emerging trends that you may have observed in the comparative data—see section C, e, preceding. In order for consistent comparison of figures over time, the following line items are used in preparing the budget proposal and in financial reports. Note that annual meeting expenses are separated from regular expenses.INCOMEMembership duesSubscription feesMeeting registration feesBank interest (including CDs, etc.)Publication sales (Best of MOUG)Papakhian DonationsOther DonationsTOTAL INCOMEEXPENSESAnnual MeetingFoodRoomsA/VADA AccommodationsTravel reimbursement for MOUG non-member speakersInternet Connectivity Duplication & SuppliesShippingAwards and Grants RefundOperations Summer Board meetingBoard meeting in conjunction with annual meetingMLA courtesy paymentOCLC Global or Regional Council meeting [see GC/RC Budgeting]PublicationsNewsletterBank chargesWeb hosting providerPaid advertising/publicityOffice ExpensesPrintingPostageSuppliesSoftware MiscellaneousTOTAL EXPENSESCorrespondenceTypical forms of correspondence include:Member and institutional renewal informationClaims for the newsletter from vendors and institutionsNew member informationRequest for tax status information. MOUG’s tax identification number (TIN) is 31-0951917. (This is the same as the FEIN, or Federal Employer Identification Number.) Keep this number handy for inquiries.Conference registration forms and checks (sent from Continuing Education Coordinator).Request for a formal invoice from MLA’s business office (mla@) for conference expenses if one has not been received [within two months of the end of the meeting?], in years when MOUG meets in conjunction with MLA. N.B. This request should go to MLA’s business office and not to the MLA convention manager(s).Requests for reimbursements for Board meetings or other expenses incurred from Board members.BillsThe Treasurer serves as the membership contact with vendors, which handle a large portion of the institutional subscriptions. Confusion regarding vendor subscriptions is most quickly resolved by contacting either the vendor or the client directly. Claims for MOUG newsletter issues should be sent immediately upon request and noted in the personal membership or institutional subscriber databases.Dues notices should be sent to the entire membership for the upcoming fiscal year on November 1, with a December 31 deadline for receipt of dues if the member is to remain in good standing for the upcoming fiscal year. (See note below about good standing.)There are three paying categories: personal memberships, institutional subscriptions billed directly, and institutional subscriptions paid through vendors (each notice is a little different). Notices in the first category are sent electronically whenever MOUG has an e-mail address on file, except the final notice. Direct subscribers receive a notice for informational purposes only, with a request that contact information be confirmed and updated if necessary. Institutions using vendors will sometimes inform us in advance of a change in vendor, but more often the change is noticed when renewal slips come in from the vendors. Send a minimum of three notices, including a second electronic notice to personal members following the annual meeting. Third (paper) notices to delinquent subscribers are mailed out April 1st, with a May 31st deadline for receipt of dues. These notices are sent out in two categories: personal memberships and institutional subscriptions billed directly. Also announce/promote MOUG membership in professional venues such as listservs around Nov. 1 and at other strategic times early in the membership year. Listservs to announce membership to include MOUG-L, MLA-L, AUTOCAT, OCLC-CAT, OLAC-L, OCLC-FIRSTSEARCH-L. Note (2015): as electronic membership through Membee is implemented, additional and more personalized electronic reminders may be added.If no other person is assigned to handle the ballots, the Chair of the current Nominating Committee should submit a camera-ready ballot to the Treasurer in electronic format (often this takes the form of a link to a survey website). The Treasurer will then send the ballot (or link thereto) electronically to members in good standing. As soon as registration for the annual meeting is open (November/December), a list of members in good standing should be sent to the Continuing Education Coordinator (as registrar for the annual meeting). He/she will check registrations against this list to see if the appropriate registration fee has been paid (i.e., member/non-member), and The Treasurer will contact persons who register as members if their registration has expired. The Treasurer should be contacted if a question arises, in case the membership has subsequently been paid. New members joining from January to August (this includes members who are rejoining after a membership lapse of a year or more) are sent copies of all newsletters and mailings distributed to date that year, along with an explanatory welcome letter if appropriate. New members joining in September or later (this includes members who are rejoining after a membership lapse of a year or more) will be credited with membership for the upcoming fiscal year, and will be sent the last newsletter of the year gratis (to encourage attendance at the annual meeting) along with a welcome letter. New members falling in the former category will receive renewal notices on November 1st; those in the latter category will not. Be sure to add new members to the member database. (See Officer Forms.)The Treasurer sends membership lists to the Newsletter Editor approximately one month prior to the newsletter's publication, i.e., generally in May, August, and November. These deadlines are flexible, and may be revised or adjusted as needed or desired. The Newsletter Editor should communicate any changes to these deadlines to the Treasurer well in advance of the time the mailing lists are needed.Back issues of newsletters will be kept for two years. Claims for past newsletters will be honored for the current and previous year only; copies of any earlier issues should simply be printed off from the MOUG website by the claimants (the Treasurer should communicate this policy to the claimant). Member Database MaintenanceMOUG membership information is maintained via Membee. Detailed Membee procedures are maintained by the treasurer separately from the handbook. See the Membee procedures for instructions on working with Membee to maintain membership information, run reports of members, handle financials, send notices, and more.Newsletter cancellations. The Newsletter cannot be cancelled during a given subscription cycle. Institutions wishing to cancel newsletter subscriptions may of course elect not to renew them. Cancellation policies should be available to subscribers in membership application forms, the newsletter,?vendor renewal letters, and on the MOUG web site.?Vendors should be informed of any changes to the cancellation policies. Preparation for MOUG Board meetingsA laptop with the budget spreadsheet open and editable at the meeting can facilitate discussion and help ensure more accurate budgeting. All budget reports, including the five-year comparison grid (see iii and iv, following), should be prepared and disseminated using a common spreadsheet application such as MS Excel.Summer MOUG Board meeting (usually in August). The following information should be gathered and brought to the meeting. Distribute copies via e-mail of anything you want other Board members to bring with them:Number of claims (Jan. 1 through the date of the meeting)Number of individual members and institutional subscribers who have paid dues for the current and immediate previous yearBudget proposal for upcoming year. (Budget line items from Board members may be requested by e-mail in advance.) Grid showing five-year comparison of actual-vs.-proposed budgetsReport on how the organization is doing for the current budget cycleBank BalancesCopies of second quarter year-to-date financial reportsOther information as requested by MOUG ChairMOUG check book or debit card for paying Board expensesReport on interest from investmentWinter MOUG Board meeting (usually in Feb., corresponds with MLA meeting). The following information should be gathered and brought to the meeting:Financial reports for conference attendee’s packet, make enough copies for all conference attendeesNumber of claims (all from previous year, and current year-to-date) Number of individual members and institutional subscribers who have paid their dues for the current yearBank balancesNumber of new members and new institutional subscribersApproved budget (with updated forecast, as needed)Other information as requested by MOUG ChairMOUG check book or debit card for paying Board expensesReport on interest from investment Board travel expenses:The Treasurer is responsible for reimbursing Board members for Board-related travel according to current policy, and for keeping the Board informed of the viability of current travel policy in relation to the Group’s current finances. Details regarding reimbursement for Board travel should be reviewed in the Policies & Procedures section of this manual below, at Travel Expenses. Consult with the MOUG Chair if you need to clarify what expenses are covered by the MOUG budget.Ballot Preparation and HandlingNOTE: regardless of whether paper or electronic ballots are used, the Treasurer ensures that election candidates are members in good standing by the time annual ballots are distributed. If paper ballots are used instead of electronic ballots, the Treasurer prints and distributes ballots (and corresponding biographical profiles and cover letters supplied by the Chair of the Nominating Committee) for elections of new Board members, and prepares, prints, distributes, receives and counts ballots concerning amendments to the Bylaws. For instructions, see the Ballot Procedures section, and section K, following, on good standing. Training of new TreasurerThe incumbent Treasurer shall maintain a training manual for use when training the new Treasurer-Elect/. The Treasurer will begin training the Treasurer-Elect in the Treasurer-Elect’s first year. The Treasurer will then transition to being Past-Treasurer and serve as a resource for the new Treasurer. General NotesMember and institutional subscriber renewal forms and new member forms should be kept for the current and previous year; older forms can be discarded. (Note that renewals made electronically through Membee are automatically maintained in the Membee database.) These can be used to resolve membership questions, so should be maintained and organized. Due to its size, MOUG does not engage the services of an external auditor. The Chair conducts review of bank statements via e-mail and copies (see B.2 above). Treasurer’s backup files are not consulted; however, transactions are relatively few and easily identifiable from the statements.Each year in which MOUG meets in conjunction with MLA, immediately after all outstanding bills related to the MOUG meeting have been paid (or by May 1, whichever is earlier), pay the Music Library Association a $1,000 courtesy payment for conference services. Make the check out to Music Library Association, and send it to the following address: Music Library Association, Inc., Business Office, 1600 Aspen Commons, Suite 100, Middleton, WI 53562. Include a memorandum stating what the payment is for, being sure to include the date of the most recent meeting. Notify the MOUG Chair and the MLA Treasurer/Executive Secretary once payment has been made. Note: The MLA Business Office will often combine the bills/receipts and courtesy payment into one invoice for convenience.When your term as MOUG Treasurer ends, forward all paperwork, correspondence, bank statements, supplies, and any materials needed to perform the duties of the position to the new Treasurer promptly.“Good Standing” Ongoing members who have paid their dues for the current fiscal year are considered to be in good standing. Members who have not paid their dues for that fiscal year shall not be considered to be in good standing. For example, on December 31, 2008, an ongoing member who paid the FY2008 dues is still in good standing, but will fall out of good standing on January 1, 2009 if the FY2009 dues have not been received. If a member is in arrears, delinquent, or lapsed, s/he is not in good standing, even though the member’s name may be left on the roster for months, and even if newsletters are optionally sent for up to a year afterward in hopes of keeping members in the fold (and also as a convenience to Board members). A member is considered to be lapsed for a year or more if an entire fiscal year has passed without renewal. For example, from June to December of 2008, if the last membership paid was for FY2007, the member is merely delinquent for FY2008. As of January 1, 2009 if the last membership paid is still FY2007, the membership is considered to be lapsed for a year or more.New members joining in September through December are considered to be members in good standing for the upcoming fiscal year. This includes members reinstated after a year or more lapse. That means someone who joins or rejoins MOUG in October 2008 will not be sent a ballot in November 2008, since the membership does not take effect until January 2009. (While the Board may choose to extend voting privileges to this group as a courtesy or redefine the definition of “good standing” for new or reinstated members, it must be remembered that these are new members who may not be fully informed about issues and candidates.) Once the list of eligible voters is prepared, lapsed members who pay to join MOUG will have their payment automatically applied to the upcoming year. They will receive the December newsletter but no back newsletters and they will not receive status of good standing. Lapsed members joining after the list of eligible voters is prepared but wanting back issues of newsletters may, by special arrangement with treasurer, pay for previous year and upcoming year, but will still be unable to vote in the election.Note on Dues Increases After a dues increase (which can be enacted at any time by membership ballot), be sure to contact the Vice Chair/Chair-Elect/Past Chair and have him/her update all publicity documents, including the web pages, flier, brochure, and ads. The Newsletter Editor should also be apprised. Indicate when dues increases take effect, and for whom. N.B. Prior to the beginning of the next fiscal year (and probably by November 1 at the latest), all vendors should also be notified of the change in the subscription rate, via a form (preferably created in MS-Word) sent as an attachment. Below is an example of the text of a notice that was used in the summer of 2008 (a year in which the dues increased following a ballot measure):Notice of Dues Increase:The rates below are effective starting in the 2008 fiscal year. The new rate applies to current members who renew in or after November 2007. It also applies to individuals or institutions joining for the first time after August 2007 or rejoining after a membership lapse of a year or more; new and reinstated members will be credited with membership for the upcoming fiscal year and receive the last newsletter of this year gratis. Current members who send late renewals for the 2007 fiscal year, and new or re-instated lapsed members who join before September 2007, may pay the old 2007 rate: $15 individual and $20 institutional (North America), and $30 outside of North America; they will be sent 2008 renewal notices in November 2007. [New rates then followed.] _____ $30.00 Personal (North America)_____ $40.00 Institutional (North America)_____ $45.00 Personal (outside North America)_____ $50.00 Institutional (outside North America)IV. Signatories to Financial Instruments MOUG should never have only one Board member be signatory to any financial or business instrument (e.g., bank accounts, certificate of deposits). This would also be a wise practice to follow for other services (e.g., web hosting). This helps protect the organization, and it allows MOUG to easily retain (or regain) control of accounts, finances, or services in case an individual does not or cannot give information or control to his or her successor. Along these lines, MOUG should take care that signatories will have some longevity on the Board. Specifically, MOUG should avoid locking in any kind of CD or other fixed-term investments past the term of the current Treasurer. Each new Treasurer should determine the requirements at the particular bank chosen before opening any accounts, and before adding or removing signatories. In recent years, all individuals who are currently on the account?have needed to be present at the bank to add or remove people from accounts. Also, new signatories need to be present at the bank (with the current signatories) in order to be added. This is best done when everyone travels to the same city for one of the MOUG Board meetings. When adding signatories to the account, take the MOUG business meeting minutes that show that the new signatories have formally taken office. Also take MOUG’s articles of incorporation. Each person may need?least two forms of ID (including a state-issued photo ID); a credit card might suffice as one form of ID. (You may need driver’s license numbers, Social Security numbers, etc.) Check with the bank well in advance about requirements so everyone can bring what’s needed. Be sure to?allow plenty of time for resolving problems.V.MOUG’s Incorporation and Non-Profit Status IntroductionIn December 2007, MOUG incorporated for the first time, in the state of Ohio. MOUG’s Charter/Registration no. is 1747723 and the Ohio state document number is 200736102296. (A copy of MOUG’s articles of incorporation can be found online at by using the business name search. The MOUG Chair and Treasurer should also have copies. See also for basic information about non-profit organizations in Ohio.) Incorporation provides the organization with an official address, and more importantly, secures original incorporation papers. Without articles of incorporation, and an official US postal address (e.g., MLA was originally incorporated in the District of Columbia because all the original associated business took place at the Library of Congress), MOUG’s (then) 501(c)(6) status may have been in jeopardy, though having an assigned Federal Employee Identification Number, or FEIN, is a hedge against such concerns. Also, some banks request copies of an organization’s original articles of incorporation, in addition to the organization’s FEIN. Incorporation was also a necessary step for MOUG to pursue 501(c)(3) tax status so that we could become an organization to which tax-deductible charitable donations may be made. Because of new banking regulations that were imposed over time following the September 11, 2001 terrorist attacks, the new MOUG Treasurer in 2007 had enormous difficulty opening a bank account in Chicago on behalf of MOUG because MOUG lacked articles of incorporation. For this reason alone, the Board has determined that MOUG must remain officially incorporated somewhere in USA.Further Details re: IncorporationWhen incorporating in Ohio, the person designated by us as Statutory Agent is the person who serves as the principal contact between MOUG and the government of Ohio. MOUG established the OCLC Liaison as its Statutory Agent, since that person is an employee of OCLC, Inc., and the address may not change much; that was also the justification behind incorporating in Ohio. If the Statutory Agent ever changes, MOUG is required by Ohio law to notify the Secretary of State's office of the change of name and address. There may be other legal requirements as well. Three voting Board members also signed as the three required Initial Directors, but no further responsibilities were identified for those positions.Disposition of documents: The original documents are archived in the Music Library Association/MOUG archives at the University of Maryland, College Park, and existing copies are transferred manually from Chair to Chair and Treasurer to Treasurer. Renewal: Under current Ohio law (2008), one must pay a fee every five (5) years to remain incorporated. MOUG must reincorporate before the end of 2017.To review the details of MOUG’s incorporation at the Ohio Secretary of State’s website, follow the subsequent URL (valid July 2008) and enter the charter number (1747723): MOUG Board Responsibilities Associated with Non-Profit StatusMOUG Chair: With the Treasurer and OCLC Liaison, monitors MOUG obligations associated with MOUG’s non-profit status. To maintain MOUG's status as a nonprofit incorporation in the State of Ohio, annually reviews the current situation regarding MOUG's 'Statutory Agent' (currently OCLC Liaison Jay Weitz) according to requirements posted on the Ohio Secretary of State's website. Changes in MOUG’s tax status (due to changes in annual income; attainment of 501(c)(3) charitable organization status; etc.) may also need to be reported in a given year. OCLC Liaison (Statutory Agent): Serves as Statutory Agent (i.e., the principal government contact) for MOUG as a non-profit corporation of the state of Ohio. Works with the MOUG Chair to ensure that the state of Ohio is notified of any contact information changes. Carries out other duties as required of the Statutory Agent as they arise. May be listed as the primary contact on the IRS e-Postcard (see “Treasurer” next) since the address used as “corporation" in MOUG’s Articles of Incorporation is Dublin, Ohio (or more specifically, Jay Weitz, MC 139, 6565 Kilgour Place, Dublin, OH, 43017).Treasurer: With Chair, monitors IRS requirements and changes for non-profit organizations. Annually file an ePostcard or appropriate federal tax return with the IRS (see more below).Note: MOUG’s 501(c)(3) status may mean sales tax liability for products sold by MOUG to Ohio residents. (Individual states and localities offer nonprofits exemptions from taxes such as sales tax or property tax. Federal tax-exempt status does not guarantee exemption from state and local taxes. These exemptions generally have separate application processes and their requirements may differ from the IRS requirements.)VI. IRS ObligationsIRS e-Postcard (Form 990-N) and Federal ReturnsThe Treasurer files an ePostcard with the IRS annually if MOUG’s annual gross receipts are less than $50,000, and files the appropriate federal tax return if annual gross receipts are equal to or greater than $50,000 regardless of whether MOUG is officially a non-profit in any state or territory or not. In the ePostcard, the Treasurer should update all contact information. Both the MOUG Chair and Treasurer (and perhaps the OCLC Liaison) need to have the URL, login, and password for the ePostcard. Filing thresholds: (Filing-Phase-In) (viewed 2/5/2014)E-Postcards: (e-Postcard) (viewed 2/5/2014As of 2014, the e-Postcard was filed by the Treasurer, with the OCLC Liaison’s name and address on the card since the Articles of Incorporation has OCLC’s address on it Note: the IRS site says "gross receipts are the total amounts the organization received from all sources during its annual accounting period, without subtracting any costs or expenses" () (viewed 2/5/2014). This includes conference income/expenses, and not just operational income/expenses.E-Postcard Information[From the IRS to Treasurer] The following is your e-Postcard login ID:Login ID: 31095191701 Name: Nara Newcomer [or other Treasurers] Organization: MUSIC OCLC USERS GROUPLogin Type: Exempt Org[MOUG Treasurer should share the password with the MOUG Chair.] Submit the e-Postcard at this address: Up with IRS Changes The MOUG Chair and Treasurer (and ideally their successors in “Vice/Elect” positions) should subscribe to appropriate listservs and consider reading up-to-date tutorials or attending virtual workshops for non-profit organizations. Check the IRS web site (and don’t rely exclusively on third-party books, guides, or peer organizations). IRS e-mail updates for non-exempts: workshops for exempt orgs: . Web-based workshops: umbrella arts organizations may also have listservs or web sites with information. Caveats: IRS regulations do change, so the Chair and Treasurer (or a designee) should peruse the IRS site (the section for exempt organizations) annually; two sets of eyes are better. The IRS puts out user-friendly web sites, but they can be out of date, or information can be buried. Check the actual tax forms (even if MOUG does not have to file them) since the tax forms in some respects are the final word on requirements and filing thresholds. Do not assume the IRS will contact MOUG, that you will see announcements in newspapers, or that IRS mailings will reach MOUG officers. Charitable DonationsMOUG is a 501(c)(3) organization (granted October 2012, retroactive to application date of February 10, 2012). Donations are tax deductible per 501(c)(3) regulations. Prior to February 10, 2012, MOUG was a 501(c)(6) organization.The Treasurer provides an acknowledgement letter to each donor shortly after the time of donation. At present, no cumulative letter is sent annually, except at the request of the donor. [TOP]Treasurer-Elect/Past TreasurerHistoryThe following paraphrases the cover memo that accompanied the ballot by which the membership elected to create the new, non-voting position of Treasurer-Elect/Past Treasurer in 2008.Sections 1 and 4 were amended, and a new section (Section 5) added, to Article IV of the MOUG Bylaws by ballot election in 2008. The amendments extend the term of office of the MOUG Treasurer from two to four years by creating a new office of Treasurer-Elect/Past Treasurer. The amendments are supported by the MOUG Executive Board, following urgent recommendations from then-Treasurer Deborah Morris (Roosevelt University) and her predecessor, Holling Smith-Borne (Vanderbilt University). The responsibilities of the office of Treasurer have grown exponentially over time, becoming too difficult for one person to manage in only two years’ service, and they would continue to grow with MOUG’s efforts to incorporate and become a charitable, 501(c)(3) organization under the US Internal Revenue Service code.The MOUG Executive Board believed it necessary to make the Treasurer-Elect/Past-Treasurer position non-voting, recognizing that it is intended to fulfill only the roles of trainee and trainer, respectively, and to avoid ties in votes on matters coming before the Board. As a practical matter, the amendments will be implemented by having whoever is elected to serve as Treasurer in 2009 serve for a period of three years, all of them as a voting member of the Board and as “full” Treasurer. During that person’s third and final year of service (2011/2012), the first Treasurer-Elect as described in the proposed amendments would be elected and begin her/his service, training under the Treasurer and serving as a non-voting member of the Executive Board. The normal four-year cycle as described in the proposed amendments would pertain thereafter.In 2015, the MOUG Bylaws were amended to add a Reference, Discovery, and Collection Coordinator and the Treasurer-Elect/Past Treasurer was made a voting Board member, in order to maintain an odd number of voting members.ResponsibilitiesThe incumbent serves as Treasurer-Elect for one year before taking on the role and full responsibilities of Treasurer. The Treasurer-Elect assists the Treasurer with many aspects of the Treasurer position during this time, and as a member of the Board, participates in general supervision of the organization’s affairs. The training and tasks assigned to this Treasurer-Elect role might include, but are not limited to the following:Becoming familiar with 501(c)(3) organizations and their attendant rights and responsibilitiesReading MOUG Handbook, particularly (but not limited to) Treasurer sectionsReading specific training matter for TreasurerLearning Excel, Quicken or other financial software, and MembeeBecoming familiar with using Membee to send notices and maintain membership dataAssisting with the renewal and 2nd renewal mailingsAssisting with any bylaws revisions and/or electionsReviewing bank statements and transactions, both in-print and onlineReview past and current financial reports Giving opinions on financial matters and other Board topicsWorking on special assignments such as researching new procedures applicable to treasurer positionAfter training for a year, the Treasurer-Elect becomes the Treasurer for two years (see the Treasurer section for details). During the fourth and final year of office, the position becomes Past Treasurer and mentors and monitors the incoming Treasurer, who will be serving his/her first year of full and voting responsibilities. The Past Treasurer retains access to Membee and website editing (WordPress) and serves as a backup to the treasurer and web editor for treasurer/financial matters. The Past Treasurer serves as a member of the Board, continues to participate in general supervision of the organization’s affairs, and may have additional projects or duties assigned by the Board or the MOUG Chair.[TOP]Continuing Education Coordinator (CEC)Responsibilities A.Serves as member of MOUG Executive Board. B. Chairs the Program committee for the annual meeting. C. Oversees the planning of the annual meeting. D. Updates Handbook section as appropriate. May serve as a representative on planning committee for any joint OLAC/MOUG meetings (these tend to occur every ca. 8-10 years) or other jointly sponsored programs (i.e. co-sponsored MLA pre-conferences).F. Act as a liaison to the Music Library Association Education Committee’s Educational Outreach Program.[TOP]Suggestions for Carrying Out ResponsibilitiesFirst Things FirstAs soon as one becomes Continuing Education Coordinator, the first thing to do is familiarize oneself with the appropriate documents, templates, and files:Read through this Handbook more than onceLook carefully at the available CEC files in the MOUG WikiRead through previous Reports and Newsletter columns from the CEC (found in the CEC files in the MOUG Wiki)Become familiar with the documents in the Templates for Year-to-Year Reuse (found in the CEC files in the MOUG Wiki)Become familiar with the MOUG CalendarBecome familiar with the MLA Convention ManualAnnual Meeting Timeline (if not meeting in conjunction with MLA, see Not Meeting with MLA for meeting arrangements; if meeting in conjunction with OLAC, see Joint Meetings with Online Audiovisual Catalogers, Inc. (OLAC))January:When the deadline for "early" MOUG/MLA registration has passed, get in touch with the MLA Business Office to get a list of registrants. Also request a list of MOUG Members in Good Standing from the MOUG Treasurer to confirm appropriate registration types.Coordinate with the OCLC Liaison on meeting packets (folders, OCLC handouts) and the printed program (provided by OCLC).If supplies need to be shipped to the meeting site, coordinate with the MLA Convention Managers.Shortly before each meeting:Create necessary documents (See Meeting Documents for details): Registration listRegistration volunteer scheduleSignageAttendee listNametagsFolder labelsRestaurant listGather meeting supplies:Print registration list, registration volunteer schedule, registration volunteer checklist, and signage for registration table.Print attendee list, name tags, folder labels, business meeting agenda (from MOUG Chair), treasurer's report, and restaurant list for packets.Pull together pens, tape, receipt book, and other supplies for the registration table.If supplies need to be shipped to the meeting site, coordinate with the MLA Convention Managers.Prepare pre-meeting Board Meeting report. See Report Content for details.Create online meeting evaluation form using the survey tool of your choice.Send the first call for interested parties to apply for the Program Committee. See Program Committee for details.During the meeting:Get in touch with the MLA Convention Managers shortly after arriving at the meeting site; the MLA Convention Managers should introduce you to key hotel staff.Arrange with MOUG Chair to dedicate a portion of the pre-meeting MOUG Board meeting to assemble meeting packets.Notify attendees of any program, break, or room changesTransfer supplies, signs, and other CEC materials to incoming CEC (in the years when the position turns over); when this requires shipping, it may be prudent to coordinate with a MOUG member who lives near the meeting to ship the materials, reimbursable by the Treasurer.Give any checks and on-site membership or registration forms to the Treasurer.Shortly after each meeting:Using MOUG Letterhead, send thank you letters to Program Committee members, MOUG Board members, MLA Convention Managers, and presenters. This should be the final act of an outgoing CEC.Send reminder to attendees to complete the online meeting evaluation form by a pre-set deadline.Upload evaluation results to the MOUG Wiki, and compile a brief, narrative summary of the results to report to the MOUG Board.Get presentation slides and handouts posted online (be sure to confirm with presenters that they are legally and contractually allowed to post the content and understand that the content will be available publicly on the web).Work with MOUG Treasurer to be sure MLA sends the invoice for the meeting.Send a complete version of the meeting packet (add names of on-site registrants to Attendee List) to the MOUG Archives at the University of Maryland, College Park.Finalize arrangements for a Program Committee for the following meeting. Put out a reminder for interested individuals to apply, including a deadline for application.Look ahead to the following meeting:Get in touch with the MLA convention managers to exchange contact information and start the conversation about MOUG's needs for the next meeting. See General Meeting Planning for details.Refer to the MLA Convention Manual for details on deadlines for the coming year.April:Make arrangements to develop the program for the next meeting. See Program Planning for details.Contact the MLA convention managers to determine estimated costs for AV equipment/service and catering. See Setting Registration Costs for details.July:Submit budget recommendations to Treasurer. See Setting Registration Costs for details.For MOUG Summer Board Meeting:Finalize program content and draft schedule.Prepare proposals for any invited distinguished presenters to receive honoraria (this would be a rare occurrence).After MOUG Summer Board Meeting:Notify presenters of their acceptance and share the draft schedule with them for their consideration.August:Prepare Annual Meeting teaser information as part of CEC report in the MOUG Newsletter. See Report Content for details.Send registration rates to MLA Business Office for online registration. See Setting Registration Costs for details.September:Finalize program details:Gather final program details (titles, names/affiliations, abstracts, AV needs).Finalize meeting details:Notify MLA Program Chair of presenters, titles, and abstracts for the print, online, and Guidebook app programs; send updates as needed as well.Send "invitations" to attend MOUG to the same email discussion lists mentioned above.Send information about meeting places, dates, arrangements, program agenda, registration, etc. to MOUG Web Keeper to put on the website; send updates as needed as well.October:When MLA registration is open, send an announcement for MOUG registration.Request gratis registration code from MLA Business Office and send a list of those who are expected to apply it.November:Prepare Annual Meeting details as part of CEC report in the MOUG Newsletter. See Report Content for details.General Meeting PlanningA meeting such as this requires timely and thoughtful planning at each point in the process. Meeting space, catering, A/V services, registration, program content, and meeting day logistics must be considered throughout planning. Space needs: The space needs for MOUG at the meeting site may depend on the number of expected attendees, the A/V requirements of presenters, and the type and number of sessions. In recent years, MOUG has scheduled the program to allow for all attendees to participate in all sessions, requiring one large space for the entire meeting. However, it was not uncommon in the past for multiple sessions to run concurrently, requiring one large room for plenary sessions or business meetings, and at least one additional small room for sessions that would not have the full attendance. The setup of the room is also a factor to consider; typically a podium at the front is enough, but for interactive panel presentations, a table with multiple microphones may be necessary. These needs must be communicated to the MLA Convention Managers and Program Chair early on in the process, so they may reserve and schedule rooms accordingly. Also, MOUG is legally obligated to provide ADA accommodations or assistance when they are requested in advance, which may affect space needs. If necessary, work with the MLA Convention Managers and the Hotel to make such accommodations.A/V needs: A standard presentation includes a projector and screen, as well as audio capability with a microphone for presenters and a wireless microphone to circulate around the room during question and answer periods. The Continuing Education Coordinator should bring one laptop for all presenters to use, but if that is not possible, presenters must be notified early that they need to bring their own or share with others. The CEC having one that is used throughout the meeting provides the ability to also have a specialized background image that is projected during breaks and transitions. Catering needs: Providing catering is not a requirement, but certainly is an added bonus for attendees. A breakfast buffet used to be included in the meeting, but rising costs have driven that tradition away. More recently, a coffee break is provided during morning sessions, and a snack break during afternoons. Generally, the MLA Convention Managers need at least 72 hours' notice before the meeting to make any changes to the catering order. Coordinate with the MLA Convention Managers well in advance on catering needs to ensure that the costs do not outweigh the meeting budget.Logistical needs: A number of tasks and considerations are necessary to make the meeting run smoothly. Most of those tasks are outlined below.Meeting packets: Each attendee receives a packet of information containing OCLC literature, a business meeting agenda, a treasurer's report, a list of attendees, and any other documents deemed necessary for each attendee to have. OCLC usually provides the folders themselves and their own literature, but the CEC is responsible for printing the agenda and treasurer's report. These materials need to make it to the meeting site prior to the meeting, which either means they need to travel with the CEC and OCLC rep, or be shipped directly to the site. For site shipment information, contact the MLA Convention Managers. Packets must also be assembled prior to the meeting. Traditionally, the MOUG Board has dedicated some of their pre-meeting Board meeting time to completing this task. Templates for most documents are available in the CEC files on the MOUG Wiki.Registration: When attendees arrive for the meeting, they must check in at a registration desk. This desk is staffed by volunteers from the organization. It is a good idea to appoint a member of the Program Committee to serve as volunteer coordinator, being responsible for recruiting volunteers, setting a staffing schedule, and training. The table needs to have the following supplies: registration list, volunteer checklist, volunteer schedule, on-site registration forms, on-site membership forms, meeting packets, nametags (including blank ones for on-site registrants), signs, envelopes, pens/pencils, receipt book, and tape.Generally, the registration desk is open when the meeting is taking place, but may not necessarily be open as the meeting winds up.Day-of activities for Program Committee: As mentioned above, a Program Committee member may be appointed as the volunteer coordinator for the registration desk. Other members may volunteer to work at the desk. They may also be appointed for various other tasks during the meeting, such as carrying the microphone during question and answer sessions, or timing presentations to keep everything on schedule.Meeting Documents: A number of documents must be created and printed prior to the meeting. Templates are available in the CEC files on the MOUG Wiki. Each document is described below:Script: Time is of the essence for a tightly schedule meeting, so the CEC should seriously consider writing a script for themselves to follow throughout the day, including opening remarks, biographical sketches of each presenter, etc. This would also help guarantee that all of the pertinent information is presented at the right times (i.e. directions to the restroom, link to the evaluation form, thank yous to the committee and the board, etc.) See CEC files in the MOUG Wiki from previous meetings to get a sense of what information is important to share.Registration List: This list contains information about each registrant, including those who are attending with a gratis registration. It should include the following information: last name, first name, institution, email address, special status(es) of attendee (MOUG Title (for board members), Distinguished Service Award Winner, Ralph Papakhian Travel Grant Recipient, Presenter, First-Time Attendee, Student, OLAC Liaison, Web Keeper, RCSC Member, Program Committee Member, Moderator, etc.), registration class (early, member, first-time, etc.), amount paid, a blank column to check off when the person has received their name tag and meeting packet, and a blank column for general notes. A few blank rows should be included at the bottom for on-site registrations. Certain columns must be named and formatted in the following fashion to work with name tag, attendee list, and folder label templates: LASTNAME, FIRSTNAME, INSTITUTION, EMAIL, SPECIAL1, and SPECIAL2. Name tags:Each registered attendee receives a pre-printed name tag that includes their name, their institutional affiliation, and whether or not they have a special status with the organization. A mail-merge template for the name tags exists and may easily be used in conjunction with the registration list from the MLA Business Office to prevent misspellings. The registration list must have the following columns and column names to work properly with the template: FIRSTNAME, LASTNAME, INSTITUTION, SPECIAL1, and SPECIAL2. Be sure to include nametags for any unregistered presenters (see Setting Registration Costs for details). A few blank tags should also be made to accommodate on-site registrations.Folder labels: Each attendee receives a meeting packet, labeled specifically for them. This label also includes information about where to find presentations online after the meeting concludes, and a link to the evaluation form. A mail-merge template for the folder labels exists and may easily be used in conjunction with the registration list from the MLA Business Office to prevent misspellings. The registration list must have the following columns and column names to work properly with the template: FIRSTNAME, LASTNAME.Signs: Several signs are useful for the meeting. Templates are available in the CEC files on the MOUG Wiki. Each sign is described below:During each presentation, a Program Committee Member should be designated to time presenters and alert them when their time is coming to an end using signs that read "5 minute warning" and "Time's up!" A schedule of each day should be printed to display near the registration table. The registration table should have signs that divide attendees according to the first letter of their last names; "Registration A-L" and "Registration M-Z" are sufficient.Registration volunteer checklist: The registration table volunteers will need instructions on how to handle check-in and on-site registrations/memberships. A checklist template is available in the CEC files on the MOUG Wiki.Registration volunteer schedule: In order to assist registration table volunteers, a schedule of when each volunteer has committed to work should be available at the registration desk. A schedule template is available in the CEC files on the MOUG Wiki.On-site registration forms: Those who did not register for the meeting online ahead of time must complete an on-site registration form and pay the registration fee. An on-site registration form template is available in the CEC files on the MOUG Wiki.On-site membership forms: Members and non-members may join or renew their MOUG membership on-site if they wish. A printable form may be downloaded from the MOUG website (under "JOIN MOUG!") and several copies should be made available at the meeting.Business Meeting agenda: Each attendee should receive a copy of the MOUG Business Meeting Agenda. This is provided to the CEC for printing by the MOUG Chair.Treasurer's report: Each attendee should receive a copy of the MOUG Treasurer's Report. This is provided to the CEC for printing by the MOUG Treasurer.Attendee list: Each attendee receives a list of attendees at the meeting. A mail-merge template for the attendee list exists and may easily be used in conjunction with the registration list from the MLA Business Office to prevent misspellings. The registration list must have the following columns and column names to work properly with the template: FIRSTNAME, LASTNAME, INSTITUTION, and EMAIL.Presenter's handouts: Discuss with the MOUG Board how to handle photocopying of handouts for presenters. MOUG has traditionally paid for the photocopying of handouts if the person provides a receipt, but presenters should always be asked to try and have their employing institution cover the cost if possible. Check with the current MOUG Board to gauge scope and budget. Handouts that simply contain the slides used during the presentation should not be photocopied. Instead, the file should be posted to the MOUG website. Miscellaneous documents: Other documents may be desired or necessary for a meeting. If a workshop is being presented, a certificate of completion should be provided to all attendees. A list of local restaurants within walking distance may be helpful for those who wish to stay nearby for lunch or dinner. Miscellaneous Needs: Transport meeting materials in carry-on luggage whenever possible to guarantee that they arrive at the meeting site on time. Otherwise, have everything in electronic form just in case. If that is not possible, coordinate with the MLA Convention Managers to have materials shipped to the meeting site in advance.Program PlanningSend a call for presentation proposals, giving an approximately 1 month deadline. Share the submissions with the Program Committee and discuss. Make decisions about what submissions to include, and how to arrange the schedule. Also, consider the suggestions for future programs from previous meeting evaluations, and the content of previous meetings. This will allow the committee to put together a diverse program that is responsive to the needs of the organization.When setting the schedule, it is important to consider a few factors that may impact the arrangement, timing, and length of the meeting. Location of the meeting may affect when some attendees can get there. For example, when traveling from East to West, time changes work in favor of travelers, and they may not need to come one night early just to be there in time for a morning start time. The opposite may be true when traveling in the other direction, as the loss of time may require that extra expense. However, flights from the West coast are often designed to accommodate the time loss (red-eye flights, in particular). If a pre-conference is scheduled before MLA, it may be problematic for MOUG attendees if the topic has any kind of overlap with MOUG interests. Pre-conferences may be a full day or a half day, and may overlap with the timing of MOUG. They may also be co-sponsored by MOUG, in which case other MOUG programming may be consolidated to the previous day. Pre-MLA tours may also create problems for some attendees. Though it cannot always be avoided completely, it shows a good faith effort by MOUG to try and be accommodating, working around those scheduled events to provide opportunity for registrants to attend both. A strategic schedule may often alleviate the problem as well.Program Committee (see Program Committee later in the handbook for details on committee makeup and membership)The Program Committee is responsible for preparing the programs for annual meetings and for conducting all business concerning these programs. This includes discussing proposal submissions and making recommendations on acceptance or modification. Begin to seek out interested individuals shortly before a meeting to participate for the meeting after that (e.g. a call for the 2018 meeting would go out right before the 2017 meeting).Put out a call for interested individuals (avoid the term "volunteer" which implies that all parties will be accepted). The call should go to various email discussion lists, such as MOUG-L, MLA-L, OLAC-L, OCLC-CAT, etc. as well as the MOUG website, Facebook, Twitter, and any other MOUG-related outlets.The call should indicate that it is being addressed to MOUG members in good standing or people who are willing to join MOUG before serving on the committee and will remain in good standing throughout the committee's responsibilities for the year. See the MOUG Forms & Document Samples for a sample call.Individuals who are interested are required to submit a short statement of intent explaining why they are interested and what they would bring to the process of planning for an annual meeting. These statements should be in writing and submitted to the CEC who will send them to the MOUG Chair for MOUG Board approval, and the Chair will make the appointment of members of the committee.Share the program proposal submissions with the Program Committee and discuss. Make decisions about what submissions to include, and how to arrange the schedule. During the meeting, assign some tasks to members of the committee to keep them engaged and to relieve some of the stress of the CEC during meetings.Setting Registration CostsMOUG meetings have averaged 75-100 registrants. It is best to estimate on the low end to ensure that the cost of the meeting does not outweigh the income from registrations. To set registration costs, the following estimates need to be in place: A/V services at the hotel, catering, service fees from the hotel, administrative costs (printing, shipping, etc.), and honoraria for invited speakers (on very rare occasions). Contact MLA Convention Managers for A/V estimates and catering menus.Almost all registrants make the "early-bird" deadline, so it is best to set those rates first. The following calculations determine each registration rate:*The "early" member rate for the full meeting (EMF) is the base rate used for all calculationsEARLYEarly, first time attendee, full meeting = EMF x 0.5Early, student, full meeting = EMF x 0.5Early, non-member, full meeting = EMF x 1.3 Early, member, single day = EMF x 0.5Early, non-member, single day = (EMF x 1.3) x 0.5REGULARRegular, member, full meeting = EMF + 50Regular, first-time attendee, full meeting = (EMF x 0.5) + 50Regular, student, full meeting = (EMF x 0.5) + 50Regular, non-member, full meeting = (EMF x 1.3) + 50Regular, member, single day = (EMF x 0.5) + 25Regular, non-member, single day = (EMF x 1.3) + 25N.B: Member rates shall apply only to those who are individual members of the organization. Institutional membership alone does not qualify one for member registration discounts (i.e. early registration rates).Setting up online registration:When registration costs have been set, notify the MLA Business Office so that they can set up the online registration. Also, once Papakhian Travel Grant recipients have been determined, send a list of those who should receive gratis registration to the MLA Business Office, and ask for the gratis registration code. All gratis attendees should be required to register using the code for registration tracking purposes. The attendees who should receive gratis registration include the following: each member of the MOUG Board, each Papakhian Travel Grant recipient, the MOUG Distinguished Service Award winner (if there is one that year), and any non-MOUG member presenters who will only be attending for the duration of their presentation. Once the code is available, each gratis attendee will need instructions on applying the code. The MLA Business Office can assist with those instructions if needed. Note: MOUG rarely pays honoraria to presenters. According to our bylaws, MOUG members are ineligible for honoraria; any other presenters are encouraged to pay the registration fee as a courtesy to MOUG. N.B. Presenters who are MOUG members must register for the meeting and pay normal registration. Presenters who are not MOUG members and who do not plan on attending sessions other than their own do not need to pay registration; however if they do plan to stay for other sessions, they should be asked to pay registration. Occasionally, requests to "crash" a single session without registering for the meeting are made. In an email discussion on January 16, 2009, the MOUG Board reached consensus that, generally, such requests should be honored. Judgment should be applied to requests to attend other MOUG sessions gratis, e.g. a request to attend "just the Tuesday sessions" without registering should probably be run by the Board, but any request to attend just one meeting session in which a person has a particular interest may usually be regarded more liberally. Often these requests come from someone who has arrived early in the week for MLA but who hasn't yet joined MOUG (for example, a MLA board member who is there for a meeting but happens to be free for a session and is thinking about joining MOUG). Other financial information of note: MLA collects incoming registration payments before and during the meeting, and cuts a check to MOUG after the meeting. MLA also covers the initial cost of all parts of the MOUG meeting (online registration set up, meeting space, catering, A/V costs, etc.). After the meeting has ended and everything is reconciled, MLA will send an invoice to MOUG for reimbursement. The MOUG Treasurer will handle the financial transactions involving MLA, registration, and meeting costs. It is also important to note that any increases to the meeting budget must be discussed and cleared by the MOUG Chair in consultation with the MOUG Board.Report ContentPeriodic reports are expected from the CEC to the MOUG Board, as part of each MOUG Newsletter, and during the MOUG Business Meeting to the entire membership. In general, they are intended to provide updates in activity since the previous report, but there are three reports in particular that should contain certain, pertinent meeting information.August Teaser:In August, the CEC should include a quick teaser in their report for the MOUG Newsletter about what topics to expect in the next meeting. This can be very general and purposely vague, as the exact schedule and meeting details may not be complete by that time. November Meeting Detail:In November, the CEC should include a draft of the meeting schedule as well as instructions for registering for the meeting in the report for the MOUG Newsletter.Pre-meeting Board Meeting:Prior to the MOUG meeting, the MOUG Board meets in preparation. Part of this meeting is unofficially dedicated to conference packet stuffing, but the CEC is also expected to give an update on the status of meeting planning. This includes the final budget for meeting in conjunction with Treasurer; pre-registration numbers, broken down by type (member, non-member, gratis, first-time attendee, student, etc.); notable on-site communication with MLA Convention managers, hotel contacts, MLA Business Office, etc.; supplies that will need to be replenished for the following meeting; program or space changes/issues; catering changes/issues; registration issues; and any other unexpected problems.NOT MEETING WITH MLAMLA absolutely must be notified more than a year in advance if MOUG does not plan to meet in conjunction with them. Otherwise, penalties may be incurred for cancellation of hotel and meeting space.Select a local arrangements chair in consultation with the MOUG Board once the meeting site has been determined. The local arrangements chair and/or Continuing Education Coordinator should: Contact the sales office of the convention hotel or person responsible for scheduling rooms at the meeting site, if not meeting at a hotel. Arrange for a block of sleeping rooms. Negotiate the price of sleeping rooms, how long rooms will be held at that price, etc. Contact the local convention bureau. They can often provide useful services and information. Contact hotel (or other meeting site) for information (including prices) on catering for coffee breaks and luncheons, AV equipment, etc. Find out how far in advance you will need to reserve meeting rooms, order food, etc. Prepare a preliminary budget in consultation with the Board and the Treasurer, including registration fees to cover the costs. MOUG meetings have averaged 75-100 registrants. Consult hotel about potential breakfast/luncheon/snack/coffee menus. You will need to present these menus to the Board for discussion at the summer Board meeting. Include choices, prices, etc. on the registration form if choices are to be offered. Finalize meeting room arrangements with hotel. Follow the rest of the above planning procedures where applicable. Also see Joint Meetings with Online Audiovisual Catalogers, Inc. (OLAC) for other details.OLAC/MOUG MeetingsSee also Joint Meetings with Online Audiovisual Catalogers, Inc. (OLAC) in the Chair’s section, above. See also responsibility F under the OLAC Liaison’s section, which is also a responsibility of the CEC regarding such joint meetings: OLAC Liaison.HandbookReview appropriate sections of Handbook prior to leaving office so that changes can be incorporated by the time new officers assume office. Liaison responsibility to MLA Education Committee’s Educational Outreach Program Subcommittee.When you receive questions about cataloging workshops from individuals or organizations, refer them to the MLA Educational Outreach Subcommittee website if MOUG is not planning anything imminent that would satisfy their needs (e.g., a cataloging workshop as part of a MOUG meeting or pre-conference). As of January 2016, the website is at: information to and from the MOUG Board in a timely manner about all matters concerning the MLA Educational Outreach Subcommittee. [TOP]Reference, Discovery, and Collection Coordinator (RDC Coordinator) HistoryAdded to handbook [DATE], following a 2016 Bylaws revision to make the Reference, Discovery, and Collection Coordinator a Board position. Immediately prior, the Reference and Collection Services Coordinator was a special officer in an appointed position. The position of Reference and Collection Services Coordinator added to handbook January 2011. Immediate prior, the position was the Chair of the Reference Services Committee. The Reference Services Committee was reconstituted as the Reference, Discovery, and Collection Committee with the 2016 Bylaws revision.ResponsibilitiesServes as member of MOUG Executive Board. Chairs the Reference, Discovery, and Collection Committee.In consultation with the Continuing Education Coordinator, selects a member of the Reference, Discovery, and Collection Committee to serve on the Program Committee. Investigates discovery, public, and collection service issues related to OCLC products and services. Shares findings of such investigations with MOUG Board, MOUG membership, and other audiences as appropriate.Serves in an advisory capacity to OCLC regarding the suggestion of improvements to public-facing discovery, reference, and collections-related products and services.Develops and maintains content of the Discovery, Reference, and Collections section of the MOUG website and any associated subpages or forums.Updates Handbook section as appropriate.Written annual report of activities of RDC Coordinator and RDC Committee shall be submitted to the MOUG Chair prior to MOUG’s annual meeting, and delivered orally to the MOUG Executive Board if requested. A concise oral report to MOUG membership at the annual business meeting. An interim written report shall be submitted before the Board’s summer meeting, in compliance with deadlines communicated by the Chair.Suggestions for Carrying Out ResponsibilitiesA. Reference, Discovery, and Collection Committee (RDC Committee)Enlist members and potential members: track information contacts throughout the year, interested expressed at meetings, any other committee/task force contacts. Encourage involvement of members with public service, reference, or collections experience while considering how to represent a diversity of expertise within the committee. For identification of projects/activities, see section C, below. B. Identify RDC Committee member to serve on annual Program CommitteeWhen: as close as possible after the annual meeting.Consult with CEC to identify possible candidates.C. Investigates discovery, public, and collection service issues related to OCLC products and servicesSelection of topics/products: Products and services of interest may vary based on members’ interest and the extent to which a product’s configuration for music is particularly important. Formal or focused directions may come from MOUG Board or RDC Committee. Activities may be extensions of issues that arise from email lists, discussion forums, meetings, individual correspondence, or any other source. These may not necessarily be officially associated with MOUG but may still be highly relevant.Background information and keeping up with updates to products and services, or new products or services: Check OCLC’s own promotional and product support material for list of products/services of interest. The primary source of official updates and information will probably be OCLC webinars, supplemented by product or update documentation. Depending on the RDC Coordinator’s location, there may be opportunities for in-person participation at OCLC Member Forums or other events. Subscribe or register for OCLC email lists (examples: WORLDCAT-DISCOVERY-L, OCLC-FS-L) and the OCLC Community Center. Direct investigation of specific products and services in actual instances. NOTE: The RDC Coordinator may not necessarily be affiliated with an institution that provides access to all features of a particular product or to any specific OCLC product; some communication channels may be limited to individuals at subscribing institutions. For those products to which the RDC Coordinator does not have local access, investigation should be carried out using openly accessible versions at other institutions to the extent possible.Methods: Investigation may include solicitation of information from MOUG members and other music users of OCLC products and service, utilizing methods such as questionnaires, email list postings, websites, the MOUG Newsletter, or any other appropriate means. MOUG (not, for example, the RDC Coordinator’s affiliated institution) oversees data collected via these investigations.Other activitiesIf the RDC Coordinator becomes aware of any similar advisory or advocacy efforts through other organizations, such as MLA, OLAC, or other groups with overlapping areas of interest, work with MOUG Board to determine if there may be an opportunity for official MOUG participation. MLA WMS [WorldShare Management Services] Interest Group. Serve as MOUG co-coordinator; or, or, in consultation with RDC Committee and MOUG Board designate a MOUG co-coordinator who is at a WMS institution (RDC Committee member strongly preferred). Identify MOUG members who are members at WMS institutions and recruit for participation in WMS IG. D. Shares findings of such investigationsAvenues as appropriate, including MOUG Newsletter, cross-promotion with related organizations (OLAC, MLA, etc.), email lists, etc. Official communications to OCLC, see (E) below.E. Advisory capacity to OCLC The RDC Coordinator is authorized to communicate, on behalf of MOUG, with members of OCLC in conducting the aforementioned investigations, and to promptly inform the MOUG Board regarding such communications.[TBD: relationship with OCLC RDC liaison]F. Web contentMake contact with Web Editor and determine preferred method for sending updates upon beginning of RDC term or any subsequent appointment of a new Web Editor.[Note, Jan. 2017: for possible revision by incoming (2017) RDC Coordinator, specific content or sections to be included or maintained.] G. Official position description (Bylaws)From the Bylaws: The Reference, Discovery, and Collection Coordinator shall investigate discovery, public, and collection service issues related to OCLC products and services. The Reference, Discovery, and Collection Coordinator shall serve in an advisory capacity to OCLC regarding the suggestion of improvements, etc. to these products and services. The Reference, Discovery, and Collection Coordinator shall also enlist members for and lead the Reference, Discovery, and Collection Committee.[TOP]MOUG/OCLC LiaisonResponsibilitiesServes as ex-officio member of MOUG Executive Board. Attends all meetings held throughout the year as a member of the MOUG Executive Board.Presents a report at the annual meeting of “News From OCLC,” including a copy of the text of the report in the registration packet. The liaison likewise participates in and/or leads other sessions as requested; these often include sessions on Enhance, “Ask MOUG,” and problem sharing. Provides a “News From OCLC” article and a “Questions and Answers” column for each MOUG Newsletter. Serves as the OCLC contact person for questions and relaying music user suggestions for improvements to and development of OCLC products and services.Assists in the coordination of large projects, as necessary.Helps coordinate any OCLC participation in the annual joint meetings of MOUG and MLA or any separate meeting of MOUG, according to the suggestions set out below. Updates Handbook section as appropriate.Serves as Statutory Agent (i.e., the principal state government contact) for MOUG, a non-profit corporation in the state of Ohio; carries out related duties. See MOUG’s Non-Profit Status for details. Suggestions for Carrying Out ResponsibilitiesFor a MOUG meeting held jointly with MLA, OLAC, or others at a site away from OCLC. (Additional useful information may also be found in the Continuing Education Coordinator’s section above at Annual Meeting, and also at II, C in the Chair’s section at Joint Meetings with Online Audiovisual Catalogers, Inc. (OLAC))3-4 months before meeting: Coordinate advertising with Corporate Communications if exhibiting at the meeting. Double check on any agreements OCLC made to provide coffee and pastries, etc.Notify MOUG Continuing Education Coordinator of any equipment (e.g. overhead, phone lines, etc.) needed for OCLC staff presentations. 2 months before meeting:Obtain meeting schedule, with room assignments, from MOUG Continuing Education Coordinator.Consult with Branding and Creative Services on program brochure text and design. Order, via Events Coordinator, OCLC folders and appropriate user documentation to be distributed at MOUG registration. If exhibiting at the meeting, assist Events Coordinator by: preparing a list of products to be demonstrated preparing a list of equipment needed preparing a list of user documentation to be shipped assisting with choices of promotional items Run logon greetings, “OCLC System News” items, and appropriate discussion list announcements reminding users of upcoming meeting during the period leading up to registration deadline. (See Sample OCLC Logon Greeting, below.) 1 week before meeting:Continue to run reminders of upcoming meeting, as appropriate. Make sure that OCLC folders and user documentation have been shipped to conference hotel to the attention of MOUG/OCLC liaison.After the meeting:Take action on follow-ups from Executive Board meetings. Record (and keep an ongoing record of, from year to year) the number of attendees at the meeting. The current year’s information is available from the Continuing Education Coordinator.For a MOUG Meeting held at OCLC: 6 months before meeting: Confirm dates and reserve meeting, conference, and/or training rooms, as needed. Additional meeting space may need to be confirmed upon completion of the program. 2 months before meeting: Request any AV equipment that will be needed. Circulate in-house memo to alert staff of meeting. Include tentative program. 2 weeks to 1 month before meeting:Notify Public Relations so that meeting can be placed on corporate calendar. This will also assure a welcome sign in the Atrium on the day(s) of the meeting. Make tentative arrangements for OCLC sponsored dinner as necessary. Prepare internal memo to invite OCLC staff. 1 week before meeting:Submit any catering requests for food service at desired times.Notify cafeteria as to number of extra people going through the lunch line. Notify Front Desk of date(s) and location of meetings. Arrange for visitor badges if necessary. Provide staff with program. Inform Janitorial Services of which meeting rooms will be in use. Meeting day(s) Return meeting room(s) to normal arrangement if necessary. After the meeting: Take action on follow-ups from Executive Board meetings. Prepare reports on reactions to products demonstrated as necessary. [TOP]OLAC LiaisonThis individual is appointed jointly by the chairs of OLAC and MOUG for a two year term, which expires at ALA Annual in odd years, and is renewable. ResponsibilitiesAttends MOUG meetings. Attends OLAC meetings (including OLAC Board meetings when invited; invitations should be proactively sought, with assistance from the MOUG Chair, when there are important issues to communicate from MOUG). Gives verbal or written reports of OLAC activities at MOUG annual business meetings; provides written reports to the MOUG Board and the MOUG Newsletter as appropriate.Advertises MOUG meetings, publications, etc. in OLAC Newsletter and keeps a supply of MOUG fliers for OLAC members who request information on MOUG. Serves as contact between MOUG and OLAC regarding administrative and organization matters. Serves (sometimes along with the Continuing Education Coordinator) on planning committees for joint OLAC/MOUG meetings. See also Joint Meetings with Online Audiovisual Catalogers, Inc. (OLAC) in the Chair’s section, above, and communicates in a timely manner with the MOUG Board all information pertinent to MOUG planning for joint meetings (e.g., site selection, program content, registration fees, session scheduling, etc.). N.B. An invitation from the OLAC Board for MOUG’s OLAC Liaison to join the OLAC planning committee for the joint meeting should first be sought by the MOUG Chair, as a matter of protocol.[TOP]MOUG Web EditorThe Web Editor edits, maintains, and manages the MOUG website (). The Web Editor is responsible to the MOUG Board and works closely with all members of the Board. ResponsibilitiesUpdate the MOUG web site in a regular and timely manner, both independently and in coordination with MOUG Board members, so that the site accurately represents MOUG. Maintain and revise the structure and appearance of the site to ensure that the site is easy to navigate, inviting, and represents MOUG in a professional manner. [May] Help develop new content and uses for the site in coordination with MOUG Board members or designees. The individual works with the MOUG Treasurer and other MOUG Board members to ensure continued access to MOUG’s web hosting service. The individual submits bi-annual reports to the MOUG Board. Some of the pages that must be kept current include the following:Information about the forthcoming annual meeting, including the preliminary program and registration information. (The Continuing Education Coordinator should work with the Web Editor on this.) A current copy of MOUG’s Bylaws. Ordering information for MOUG’s publications. Three “Questions and Answers” columns from recent newsletter issues (not including the current issue). The current Executive Board roster. A current membership form, with the current Treasurer’s address. Older newsletters (see Secretary for more details)Any other links relevant to music users of OCLC. MOUG’s Vice-Chair/Chair-Elect/Past Chair serves as the Web Editor’s primary contact, but other officers may send the Web Editor requests for Web updates pertaining to their responsibilities. Collaborates with the MOUG Vice-Chair/Chair-Elect/Past Chair and Social Media Coordinator on developing and actively promoting MOUG social media features on all relevant channels.Passwords and all access information must be shared with the current MOUG Chair, as well as passed on to the incumbent’s successor at the end of her/his term.Terms of AppointmentThe Web Editor serves for a one-year term, and reappointments occur by mutual agreement between the office holder and the MOUG Board annually thereafter.Other details regarding the appointment and administration of the Web Editor position are listed under the Chair’s section; see Web Editor. The 2010 call for Web Editor nominations (including qualifications at that time) is available in Officer Forms. The 2006 and 2010 call for nominations can also be found on MLA-L. ExpensesIncidental out-of-pocket expenses occasionally incurred in the execution of the position's responsibilities may be reimbursed by MOUG; the Web Editor should consult with the Board before proceeding. [TOP]Social Media Coordinator (SMC)The Social Media Coordinator (SMC) edits, maintains, and manages the social media presence of the Music OCLC Users Group, both on the MOUG website (), and elsewhere. The SMC is appointed by the MOUG Board for a one year term at each Summer Board Meeting, and is eligible for renewal in successive years pending Board approval. ResponsibilitiesCollaborate primarily with the Vice-Chair/Chair-Elect/Past Chair – who serves as MOUG’s Publicity Officer – and MOUG’s Web Editor on developing and actively promoting MOUG social media features on all relevant channels. While the SMC will partner with these individuals, and also with the MOUG Board, on making sure our social media outlets accurately represent MOUG, the SMC should exercise initiative to create or suggest content, as long as said content is in harmony with MOUG’s overall message. Has primary responsibility for keeping MOUG’s social media outlets up to date, which includes technical maintenance and trouble-shooting. Help develop new social media outlets in coordination with the Vice-Chair/Chair-Elect/Past Chair, as well as the Web Editor and other MOUG Board members as appropriate. Submits semi-annual reports to the MOUG Board. Official MOUG passwords and all access information must be shared with the current MOUG Chair, Vice-Chair/Past-Chair, Web Editor, as well as passed on to the incumbent’s successor at the end of her/his term.[TOP]List Owner for MOUG-L This person is the primary list owner of MOUG’s official e-mail discussion list, MOUG-L. Location of the List Owner and Listserv Since 2016, OCLC hosts the listserv. There must be an OCLC employee as a co-owner. Therefore, the list is co-owned by an OCLC employee and a MOUG member.Appointment and RenewalThe listserv owner is appointed for a one year term, generally from the close of the MOUG annual business meeting until the close of the annual business meeting one years from that date. The appointment may be renewed following mutual agreement between the MOUG Board and the list owner(s), every year. There is no limit to the number of terms. A brief charge will accompany the Chair’s letter of appointment or re-appointment (see sample appointment letter), outlining basic responsibilities of list maintenance and the need for regular communication with the Board. Co-Owner An OCLC employee is the co-owner of the list. The MOUG/OCLC Liaison is a natural choice.List Owner ResponsibilitiesThe list owner will ensure that the MOUG web site has up-to-date instructions for subscribing, unsubscribing, and performing other list commands, and will post appropriate descriptions, usage guidelines, and netiquette tips. Serve as moderator as needed. Advertise the list once in a while in appropriate journals and newsletters (exchange ads are always preferable to paid advertising—consult with the Board as necessary before proceeding with any advertising involving money). Maintain instructions on the MOUG web pages. Occasionally ensure that the list is publicized in other appropriate discussion lists (e.g. MLA-L, AUTOCAT, OCLC-Cat, OLAC-List, etc.), newsletters, or other media. MOUG Chair’s Responsibilities Regarding List OwnerAppoint list owner every four years or as neededThank the list owner annually at the business meetingEnsure (as much as reasonably possible) a smooth, quick transition among list owners when the responsibility requires transferSend a letter of appointment with a brief charge (see sample appointment letter) for each of the list's new owners and the co-owner.See also section II in the Chair’s section above, Committees & Appointments[TOP]POLICIES AND PROCEDURESHandbook RevisionsProposal and Approval of Handbook RevisionsChanges to this Handbook may be proposed by any member of the MOUG Board at any time. All changes must be approved by a majority vote of the Board.Navigation TipWord’s Document Map (a.k.a. Navigation Pane on Macintosh and Word 2010) lets you display a table of contents on the left side. There you can browse heading chapters (including subdivisions); you can also right click to set the desired heading levels (e.g., top level chapter headings or subheadings within). Find the Document Map under the View menu (you can assign a keyboard shortcut).Mechanical IssuesHeaders 1-4 are applied to section headers. This allows MOUG Board members to use the Document Map to more easily navigate the document. Using headers allows you to link to other places in the document without having to create bookmarks. They also allow you to automatically create and update a table of contents (as a whole or one line at a time). They also allow Handbook editors to quickly change formatting document wide. When editing, don’t forget to fix hyperlinked cross references between major related sections. (To add or edit links, select Hyperlink under the Insert menu (or use control/command K), click Place in [this] Document (since references are all in the document itself), then scroll up in the “Look in” window to find and select the correct section heading. If you inserted bookmarks (and this document does have bookmarks at strategic points) you can also click on “Bookmarks” under the Locate button. (Bookmarks are not recommended, since they can easily get separated from the text to which they apply.) To add page numbers to the table of contents, use the References Tab in Word, click (it used to be the Insert Menu), select Cross Reference, then set it you can select a heading but display the page number. Link to HEADINGS, not to bookmarks, since bookmarks can become separated from their text. Be sure to update page numbers when you add/delete pages. To do this, right click on the page number and select Update Field in the resulting menu. If you select several lines first, it will update all of the selected page numbers. Make sure numbers really did update. We’ve kept a wide left margin, so that someone viewing the Document Map and viewing the document at 100% can see all of the text in the page without scrolling left and right. [TOP]Archiving of MaterialsGenerally, current officers should have files from the previous officer and their own files. Most earlier files should be sent to the Archives. Exceptions include receipts. Receipts should be kept by the Treasurer for two years. After that time, they can be forwarded to the Archives. Each year following the annual meeting, the Continuing Ed. Coordinator should send hard copy of the final list of attendees (including those who registered on-site) to the Archives.Materials destined for the Archives should be sent directly to Vincent (“Vin”) Novara at the following address. (Bonnie Jo Dopp was the original curator.)Vincent Novara, CuratorMOUG ArchivesPerforming arts Library2511 Clarice Smith Performing Arts CenterUniversity of MarylandCollege Park, MD 20742-1630(301) 405-9220vnovara@umd.edu(Current as of April 2007.)The materials should be accompanied by the Transfer of Documents to the Music OCLC Users Group Archives form. A copy of the form can be printed from Materials destined for the Archives need not be weeded. Send everything. Electronic mail correspondence and other documents may be submitted on hand-held digital media (e.g., CD-ROM, DVD-ROM, diskette, etc.) but should also be accompanied by a paper printout. The archivist and his or her staff will process the collection. [TOP]Awards & GrantsMOUG Distinguished Service Award GuidelinesIntroductionThe MOUG Distinguished Service Award recognizes and honors a librarian who has made significant professional contributions to music users of OCLC. The MOUG Executive Board selects a recipient based on nominations received from the MOUG membership. EligibilityEligibility for nomination is as follows: Nominees must have made professional contributions which significantly address the needs and concerns of music-oriented users of OCLC’s products and services. Nominees may be MOUG members, but membership in the organization is not a requirement. The nomination must be accompanied by a statement that provides supporting evidence of the nominee’s qualifications. AdministrationThe MOUG Distinguished Service Award shall be administered by the Executive Board. Primary responsibilities are below (with instructions afterward): MOUG Vice-Chair solicits and receives nominations, and forwards them to the Board for discussion at its summer meeting. MOUG Chair notifies recipient after the summer meeting and invites him or her to the annual business meeting for the award presentation. Treasurer updates database to ensure gratis registration and memberships. Vice Chair has a plaque made for the MOUG business meeting.Chair writes the award letter and distributes copies as detailed in F.4 below. The content of the award letter may be taken bodily from the nomination, or, if the nomination itself is insufficient, it may be based also on feedback from other MOUG members who can speak to the qualifications and achievements of the awardee. Care should be taken to limit the number of non-Board members who are made aware of the awardee’s identity before the business meeting. Chair puts award in the business meeting agenda and presents the award. [Optional: someone helps recipient ship the awards home as needed.] Vice Chair writes and distributes press releases after the presentation, and has the web editor update the web site’s list of recipients. The MOUG Chair also communicates with the Vice Chair/Chair Elect, Past Chair and the Treasurer to ensure that all tasks relating to the award are carried out in a timely manner. Brief reminders relating to each year’s award (announcements, press releases, preparing the plaque and letter of citation, etc.) are also outlined under Officers and Appointees (Chair and Vice-Chair/Chair-Elect/Past-Chair).Nominations The MOUG Vice-Chair/Chair-Elect/Past Chair shall be responsible for soliciting and receiving nominations. Each year, put out a call for nominations for the MOUG Distinguished Service Award (DSA) at least two months prior to a May 15th nomination deadline (or later if approved by the Board—the deadline for receipt of nominations should be at least a month before the summer Board meeting), Typically the announcement is made very soon after the annual meeting whenever MOUG meets in conjunction with MLA, which is often in February.The call for nominations should be made on MOUG-L, MLA-L, and the MOUG website. If possible, the call for nominations should also be included in a MOUG Newsletter, but the publication schedule may not permit it. A sample MOUG Distinguished Service Award (DSA) Call for Nominations is in the Officer Forms. The MLA-L archives and the MLA or MOUG Newsletters may also have more recent samples. (Be sure to update the names of recent winners in the call for nominations.) Nominations may be made by e-mail; US Mail can also be optionally allowed. The membership should be notified that nominations and statements must be received or postmarked (if postal mail is allowed that year) no later than a specified date agreed upon by the Board (see above). In 2010, the call said “nominations and accompanying statements should be sent to the e-mail address below and must be received no later than [xxx] date. The Vice-Chair/Chair-Elect/Past-Chair shall share each valid nomination via e-mail with the Executive Board immediately upon its receipt; all nominations shall be so shared with the Board as soon as possible following the postmark deadline. All nominations are strictly confidential and are not to be discussed or otherwise shared beyond the Board. (See following section on guidelines covering the scenario where a Vice-Chair/Chair-Elect/Past-Chair receives a nomination.)Immediately after the close of nominations, the MOUG Web Editor should be asked to remove the call from the MOUG website.Selection and Notification The Executive Board will select an award recipient at their summer Board meeting. An award will not necessarily be made annually. Special considerations related to selecting an award recipient: Should a sitting Board member be one of the nominees, that person shall recuse themselves from the discussion. In the case of the VC/PC being nominated, this person shall recuse themselves from the process and hand this duty to someone elseShould a strong, qualified nominee not get selected for the award, a member of the Board may choose to reach out to those who nominated the candidate to encourage them to nominate the person again the following year.The Board should feel free to grant the award to a recipient with sustained contributions to MOUG, as well as specific, notable qualifying achievement(s). The Board can interpret significant achievements to include both sustained and notable one-time achievements.The Chair should notify the intended recipient of an impending award soon after the meeting so the intended recipient can make travel arrangements to attend the MOUG annual business meeting (or MOUG meeting in general), The name of the intended recipient is confidential and generally not to be discussed or shared beyond the Board or the recipient. However, some exceptions may be necessary to facilitate arrangements, e.g., if the recipient wishes to invite family or colleagues to the business meeting; parties should be advised of the need to be discreet. The MOUG Chair should also advise the intended recipient of what the award includes (see below), and how to register gratis for the upcoming meeting. Letter, Plaque, the Award, and Complimentary StatusWhat the recipient gets: the award recipient will receive the aforementioned citation letter, an engraved plaque containing an inscription recognizing his or her special contribution to the field, complimentary registration for the MOUG meeting at which the award is being presented, and a lifetime complimentary membership to MOUG. The citation letter and engraved plaque should generally be prepared at least one month prior to the meeting at which the award is to be plimentary registration and membership: the Treasurer will need to ensure that DSA winners are appropriately marked in the membership database so the DSA winner receives complimentary registration for the MOUG meeting at which the award is presented, and a lifetime complimentary membership to MOUG. (See Treasurer: Membership Database Maintenance.) The Treasurer may also need to remind the recipient how to register gratis for the meeting. The plaque: The MOUG Vice-Chair/Chair-Elect/Past Chair shall be responsible for getting the presentation plaque made and brought to the MOUG annual business meeting for presentation. Care should be taken to control expenses and to stay within the budget, e.g., the plaque’s size and design should not vary too much in size from one year to the next, though it should include standard data such as the MOUG logo. An example of the layout is in the Officer Forms.Shipping: If the recipient is not attending the meeting, the MOUG Board may choose to send the plaque directly to the recipient either before or after the meeting. If the recipient is in attendance, MOUG has customarily offered to ship the plaque to the recipient’s home or office at MOUG’s expense, or provide packing materials to the recipient if requested. Shipping the plaque is the responsibility of the Vice-Chair/Chair-Elect/Past Chair. The letter: the MOUG Chair shall write and sign the letter of presentation and present the letter and plaque to the recipient at the MOUG annual membership meeting. (Generally the award letter and plaque wording are read aloud) The letter should occupy no more than one 8.5 x 11” sheet of good-quality paper (e.g., faux parchment), and should not be framed. Press Release Announcing WinnerThe Vice Chair should submit a press release to organs such as the MOUG Newsletter, the MLA Newsletter, and to music-library related e-mail discussion lists, including (but not limited to) the MOUG list, MLA-L, and OCLC-Cat shortly after a meeting at which a DSA has been awarded, and post it to the MOUG website. You may also wish to submit something to the OLAC list and/or newsletter through the MOUG/OLAC representative. It is a courtesy to send a copy to the award recipient and his or her institutional colleagues/supervisors. For the press release, you can use the original award letter, but in some cases you may want to use a different narrative that is more oriented to people and agencies not necessarily familiar with the operations of MOUG and its annual meetings. Note: the deadline is very tight after the annual MOUG meeting, so either write the press release in advance, or do it right after the meeting; appropriate documentation may need to be sent immediately to the incoming Vice-Chair/Chair-Elect. The same goes for the press release calling for nominations. Web SiteThe Vice Chair works with the Web Editor to ensure that the new recipient is added to the MOUG web site list of recipients after the meeting.[TOP]Ralph Papakhian Travel Grant GuidelinesIntroductionAt its 2010 summer meeting, the MOUG Executive Board voted to establish a travel grant in honor of Ralph Papakhian. The grant supports attendance at the annual MOUG meeting and, in recognition of Ralph’s mentoring role in music librarianship, is especially intended to support newer members of the profession in both public and technical services. His work helped—and continues to help—shape the OCLC products and services we use every day. Award BenefitsThe award offers to a first-time MOUG attendee free conference registration for the MOUG annual meeting; free MOUG membership for the same calendar year, including three issues of the MOUG Newsletter; and reimbursement of up to $200 in associated expenses (travel, lodging, meals, etc.).EligibilityPreference will be given to applicants who are (1) students, paraprofessionals, or professionals in the first five years of their professional careers; and (2) who are likely to benefit from MOUG’s educational opportunities (i.e., those who work with music materials in libraries or in library systems, whether they are music specialists or generalists). Professional and workplace need, financial need, past training and experience, demonstration of initiative, likely further contributions to the profession, and comments from reference letters are also considered. Applicants need not be members of MOUG. The MOUG Board may also find it beneficial to make occasional awards to applicants who are not new to the profession, but who have never fully explored (or been able to explore) the benefits of MOUG. AdministrationThe MOUG Board budgets for the award at its summer meeting. Generally, at least one award should be budgeted annually, but if funding permits, more awards can be budgeted. Also, the Board may choose to increase the number of awards if more donations are received during the year. The MOUG Vice Chair posts a call for applications to MLA-L, MOUG-L, and appropriate newsletters no later than September 1; a reminder or two may follow, midway through the application period, and 10 days to two weeks prior to the deadline. The call should be removed from the web site after the deadline. (See sample Call for Applications in the Officer Forms.) Applications are to be due no later than October 1 and shall consist of a letter that includes a rationale for attending the MOUG annual meeting, an explanation of financial need, a brief vita, and the name of at least one person who will submit a letter (also due no later than October 1) in support of the application. All application materials shall be sent by e-mail, either as in-text messages or as attachments in .pdf, .doc, or .docx format, to the MOUG Vice Chair. Letters of support shall be sent directly by their authors, not by the applicants. The Vice Chair forwards all applications to the MOUG Board no later than October 5 and the Board makes its decision via e-mail, conference call, or other long-distance means (e.g., in 2015, a Google Form was used to achieve private balloting and ranking of the applicants, since the pool was unusually large). When possible, at least one award should be made annually, but depending on applications and funding, an award will not always necessarily be made annually. Applications are confidential and are not to be discussed or otherwise shared beyond the Board. Any relatives of Board members applying for the grant are evaluated according to the same criteria as those applied to other candidates. Board members will recuse themselves in situations in which relatives or domestic partners of theirs are applicants for the grant. The MOUG Chair notifies the grant applicants(s) of the outcomes by e-mail no later than November 1 (so all parties can plan accordingly). After the recipient(s) have confirmed attendance at the annual meeting, the Chair solicits brief biographies and photos from each recipient, which shall be used in publicity materials prepared by the Vice Chair (see next paragraph). The Chair then follows up with a formal letter for the recipient’s promotional or personal records, and ensures the grant recipient is acknowledged at MOUG annual meeting. The Continuing Education Coordinator works with the Chair to ensure the recipient knows how to register for the meeting (since it is gratis) and ensures the recipient is identified as a grant recipient on the name tag. The Vice Chair sends a press release soon after the decision to organs such as the MOUG Newsletter, the MLA Newsletter, and to music-library related e-mail discussion lists, including (but not limited to) MOUG-L, MLA-L, and OCLC-CAT and posts it to the MOUG website. (This is different from the traditional DSA procedure; advance notice helps promote the meeting and award, and helps the membership know how their donations are being used.) Before posting announcements, the VC should wait until recipients have confirmed their intent to actually attend (and the Chair has forwarded any biographies and photos solicited from them), since the award could be given to someone else (or unused) if the grantee decides not to attend after all. Award grantees request reimbursement in writing from the Treasurer for travel, room and board after the meeting. Appropriate documentation is required. (The Treasurer should work with the Chair to ensure that recipients know how to request reimbursement). Any violations of grant terms or discovery of misrepresentation are handled by the Chair in consultation with the Board (e.g., award may be withdrawn or portions not awarded).Case histories identifying names, addresses, manner of selection, and relationship (if any) of awardees to any donors or Board members, as well as the purpose and amount of each award, will be compiled and archived by the Vice Chair.Sections above for the Chair, Vice Chair, and CEC sections have some task reminders. [TOP]Best of MOUGHistory and PurposeThe Best of MOUG (BoM) is a list of authorized headings for works by major composers and ultimately derived from the NACO-Music Project. Its first edition appeared in 1987, with seven further and expanded editions appearing through 2008. It seeks to provide catalogers and cataloging/technical services staff with an easy means of ensuring and enhancing authority control in their local catalogs.A Note on CopyrightBofM is a collection of facts and data, which by themselves are not subject to copyright. A work requires some minimum originality to be eligible for copyright protection; effort and expenditure of resources are not protected by copyright. (In other words, copyright protects expression, not labor. It protects ideas, not facts.)It all comes down to originality—the selection of the data, presentation, style, commentary, etc. Something as obvious as alphabetical or numerical order would probably not be considered to have a creative component. BofM has minimal or no narrative. Does the selection of data and arrangement have enough creativity to warrant copyright protection? (Novelty is not required.) MOUG cannot stop others from using the data that were collected . . . only the presentation. As MOUG proceeds with future editions of BofM, it should consider whether there are issues with reproducing OCLC's proprietary data, since parts of the data owe their origin to OCLC. Here are sample court cases to help illustrate:The big Supreme Court case was Feist Publications, Inc. v. Rural Telephone Service Co., 499 U.S. 340 (1991)[1], in which Feist copied information from Rural's telephone listings to include in its own, after Rural refused to license the information. The court ruled that information in Rural's phone directory was not copyrightable, so no infringement existed. (The original phone book was only in alphabetical order—no real creativity there—and was produced as a requirement of law and made available free to the public . . . not that this latter part made it "public domain"; that's a separate issue.)In another example, publisher Thomson West claimed copyright on its repackaging (e.g., page numbering) of the U.S. law, which is in public domain. The claim was defeated in 1997; basic presentation was found to be uncreative and therefore not copyrightable. (Matthew Bender v. West Publishing Co. (158 F.3d 674) [2].)At this writing (January 2011) there have been no known disputes over BofM. Rights were not formally conferred one way or another in previous editions. However, MOUG and future compiler(s) of BofM (9th edition and following) should establish in writing who the copyright holder is (MOUG or the compiler), then outline any rights to be transferred, exclusively or nonexclusively. If there is no copyright—if BofM is a mere collection of facts—then is it suggested that MOUG outline MOUG’s intended use of the BofM in the compiler’s appointment letter, and even consider getting written confirmation of understanding from the compiler. (At the very least this should be done since 501(c)(3) paperwork asks if the organization holds any copyrights. Also, it is conceivable that an individual who spends dozens or hundreds of hours compiling data—even if on behalf of an organization—might feel that s/he should hold some rights or control the work. Again, there have been no known concerns or disputes to date.) MOUG should also work with the MOUG/OCLC Liaison to ensure that OCLC does not have any concerns. [TOP]Board MeetingsAttendance ExpectationsMOUG officers are expected to attend all meetings of the MOUG Board during their term of office. MeetingsThe MOUG Board generally meets as follows: During the MOUG Annual meeting (which generally takes place in conjunction with the MLA annual meeting, in February or March), usually with one Board session before and one after the main MOUG meeting. The second session traditionally includes retiring, continuing, and newly elected officers; the newly elected officers will begin their terms of office officially at the end of that meeting. At a separate meeting during the summer. These are scheduled at a mutually convenient time, usually over a weekend. Location is chosen with travel costs and convenience in mind. Travel Expenses See also Board meeting travel expenses in the Treasurer’s section. See also Budgeting/Reimbursements for OCLC Global and Regional Council Meetings. MOUG will reimburse Board members for meeting travel expenses, when possible. This is subject to availability of funds. MOUG Board members should make a reasonable effort to keep travel costs low and may be asked to submit estimates to the Treasurer and/or Board before the next budget setting cycle or before finalizing travel plans. While incoming Board members, at the discretion of the Chair, may be invited to sit in on Board meetings as silent observers before formally taking office at the end of the annual business meeting for MOUG members, those incoming Board members will not be eligible for travel or lodging reimbursements until the next full set of meetings in the summertime.General Guidelines for ReimbursementBoard members should make every effort to have as many of their travel costs as possible covered by their employing institutions prior to traveling. Board members must supply receipts for transportation and hotel accommodations, either personal vehicle license numbers with actual odometer readings showing MOUG travel minus any intervening personal travel or mileage computed via online tools such as Google Maps in order to be reimbursed. Reimbursements should be made in a timely manner once requests have been received together with all supporting documentation. All such reimbursements are made subject to the availability of funds, and that the Treasurer is not required to reimburse any MOUG officer for travel expenses until it has been established that funds for Board travel are available.TransportationMOUG will reimburse round trip costs for travel to the Annual meeting and the summer Board meeting. Booking air travel well in advance and staying over a Saturday night help keep the costs of airfare down. In the case of special “companion” fare deals shared with a non-Board member, the total cost of the two tickets should be submitted; MOUG will reimburse 50% of the 2-ticket cost. Auto travel will be reimbursed at a per-mile rate based on the current IRS figure. If auto travel exceeds the cost of airfare, MOUG will only reimburse up to the cost of airfare. Incidental costs of travel, such as tolls, parking, shuttle transportation, etc. are also reimbursed, within reason. A Board member may wish to combine travel to a Board meeting with vacation travel. In this case, the reimbursement should be based on basic round trip cost (airfare, mileage, or whatever) from home to the location of the meeting, excluding any side trips, etc. Include a written explanation of anything unusual when submitting receipts or mileage figures to the Treasurer. Special situations not covered by these guidelines are reimbursed at the discretion of the Treasurer, who will consult in each case prior to travel (and before making non-refundable travel/lodging arrangements) with the rest of the Board. LodgingMOUG will reimburse Board members for one night’s hotel cost at the Annual meeting. Generally this is the "extra night" required for Board members beyond the MLA meeting and beyond what most other MOUG members would have to pay for in order to attend the entire meeting, but it can be used for any MOUG night. The Continuing Education Coordinator may be reimbursed for an additional night if an early arrival is needed for final meeting arrangements. Others may request reimbursement for an additional night if the added cost is more than offset by a savings in transportation costs made by traveling earlier. Reimbursement will be given for up to two nights’ hotel cost at the summer Board meeting, or at a joint MOUG/Online Audiovisual Catalogers (OLAC) meeting (in lieu of a summer Board meeting). Reimbursements include taxes but exclude incidentals such as room service, phone calls on the hotel phone for which there are charges, pay-per-view movies, etc. Board members are encouraged to share rooms when possible to keep costs down. If rooms are shared at the annual meeting with non-Board members, the MOUG Board reimbursement will be the appropriate fraction of the total. FoodMOUG does not reimburse food costs associated with attendance at Board meetings. However, one group breakfast, lunch, or dinner is often part of the meeting schedule, and is paid for by MOUG. Outgoing Board members’ meals are covered only if they are continuing to perform some work in their formal Board capacities (e.g.—and this is a common occurrence in recent years--a Secretary who takes minutes and continues to serve as Parliamentarian at a breakfast meeting immediately after his or her term has officially ended, but before his/her successor has learned the duties of the position). An exception to the “no reimbursement for food” policy occurs whenever the entire Board is booked (e.g., for a summer meeting) into a bed & breakfast, B&B inn, or similar accommodation, where breakfast for each guest is typically included in the lodging fee. Such an arrangement has been typical of summer meetings held in Columbus, OH, in recent years. The cost for such accommodations has not only been competitive with but superior to nearby hotels, though of course the Board must remain vigilant about cost-vs.-convenience and efficiency at all times.RegistrationRegistration for the MOUG Annual meeting is free to Board members (finances permitting) but registration forms should be submitted promptly anyway. It should not be assumed that registration for joint MOUG/OLAC meetings will be free. Clarify this well in advance with appropriate OLAC personnel, before conference budgets are set. See the Chair’s section, Joint Meetings with Online Audiovisual Catalogers, Inc. (OLAC), for more information. OtherReimbursement will not include such items as personal phone charges. Receipts for expenses and mileage figures should be submitted to the Treasurer, along with any written explanations that may be necessary, as soon as possible after the meeting. Consult with the Treasurer about any specific forms. See also Board meeting travel expenses, in the Treasurer’s section. MOUG Board members pay annual dues. For training purposes, the Board will see fit to approve and cover the expenses of an extra day’s stay at the summer Board meeting for the Treasurer and Treasurer-Elect during the latter’s first year in office. If this arrangement is not possible, the Board will fund their meeting at an alternate venue and/or time. [TOP]Complimentary Memberships/Newsletters Distinguished Service Award recipients. All Distinguished Service Award recipients receive lifetime free MOUG memberships including newsletters. Ralph Papakhian Travel Grant recipients. All Ralph Papakhian Travel Grant recipients receive one-year MOUG memberships including newsletters. OCLC: Copies of each new newsletter should be sent to the OCLC Library in Dublin, Ohio, as well as to OCLC Public Relations. Regional Library Consortia: The Secretary/Newsletter Editor may, at his/her discretion, send complimentary copies. MOUG Archives: Two copies of each new newsletter should be sent to the MOUG Archives.Note that MOUG does not sell copies of its newsletters. [TOP]Compensation and HonorariaMOUG OfficersMOUG officers receive no compensation for their services. Article II, Section 5 of the Bylaws allows for the compensation of services provided by MOUG employees (i.e., Board members), but the need to contract such services has never occurred. Should such a need for such compensated services arise, they should be negotiated and approved in advance by Board vote, with written documentation of the terms of the service/compensation and the correspondence of compensation to the fair market value of the service. Additionally, members of the Board shall recuse themselves in cases of conflict of interest.Some expenses incurred by officers in the execution of their duties may be covered or reimbursed by the organization to the extent that they conform with the categories of “nontaxable fringe benefits” as defined in IRS Publication 15 (as of February 2017 available at ). See in particular the section on Travel Expenses in this Handbook.Program Presenters Members’ registration fees are not waived. Members’ travel costs are not reimbursed. Members do not receive honoraria.Speakers who are not MOUG members who are planning to attend the rest of the meeting’s sessions do need to register; if they are just there to do a presentation and leave, they do not need to register. In neither case should they pay the registration fee. Non-members’ travel costs and/or honoraria are considered on a case-by-case basis by the MOUG Executive Board. In deciding whether to reimburse a non-member speaker’s travel costs or pay an honorarium, both the Board and the speaker should keep in mind that honoraria are taxable income, whereas travel reimbursements usually are not. Honoraria, if paid, should be modest and in line with what other organizations of comparable size pay for similar services; in the past, honoraria have usually amounted to $100 and have never exceeded $200. Additionally, the Board may have to file a 1099-MISC with the IRS if it makes more substantial honorarium payments to a given individual in a given year (currently the reporting requirement begins at $600; as of February 2017 the relevant information is available at).The need for honoraria needs to be an early part of planning for the annual meeting budget. The CEC should see also 10 months before the meeting; the Chair should see also II, C, Meetings, 3 at Summer Board meeting. In case of events with separate registrations (i.e. workshops on specific topics) reimbursement and/or compensation for presenters may be possible. These will be considered on a case-by-case basis by the MOUG Executive Board. All honorarium agreements must be approved in advance by Board vote, with the terms of the honorarium documented in writing.Honoraria are considered to be meeting-related (as opposed to operational) expenses in MOUG’s annual budget process.MOUG Web Editor and DSA winnersThese members do not receive honoraria as such; however:the Distinguished Service Award (DSA) winners do not pay annual meeting registration for the one meeting at which their award is made.DSA winners also never again pay annual dues following receipt of their award, because by winning the Award they have become de facto life members of pensation of Services Provided by Independent ContractorsMOUG has never engaged the services of a non-employee independent contractor, but should such a need arise, such services shall be negotiated and approved in the same way officer compensation (see above) is to be negotiated and approved. [TOP]MOUG Representation at Non-MOUG ConferencesThe Executive Board may elect to send a MOUG representative to make presentations at meetings of other organizations under exceptional and compelling circumstances, and in particular in order to promote MOUG and its services. Such organizations shall not have had a historical relationship (e.g., via appointed liaisons) with MOUG, and specifically exclude annual meetings of MLA and meetings of OLAC. The Board shall reimburse reasonable meeting-related expenses, and report instances of such representation to the membership.Program CommitteeCharge To prepare in detail the program of activities for the forthcoming annual meeting. (see also Continuing Education Coordinator’s section, above) Membership The Program Committee shall consist of no fewer than three members, plus the Continuing Education Coordinator, the MOUG Chair (ex-officio) and one member of the RDC Committee (ex-officio). The Continuing Education Coordinator is the Chair of the Program Committee. Members are appointed by the MOUG Chair, in consultation with the MOUG Board and the Continuing Education Coordinator.The Continuing Education Coordinator will post a call for volunteers approximately 13 months before the meeting to be planned (i.e., a month or two before the current year’s annual meeting); this call will include a request that interested parties submit a brief “statement of interest” outlining why they are interested in serving and what they could bring to the Committee. See the sample Call for Program Committee Members (in Officer Forms).[TOP]Reference, Discovery, and Collection CommitteeFormerly the Reference Services Committee, this committee was reinstated following a Bylaws revision in 2016. The Reference Services Committee was suspended as of FY2010–2011 and was replaced by a Reference and Collection Services Coordinator (now Reference, Discovery, and Collection Coordinator). Charge Under the direction of the Reference, Discovery, and Collection Coordinator, assist with:Investigating issues related to OCLC’s public-facing discovery, reference, and collections-related products and servicesCompiling and articulating suggestions of improvements to public-facing discovery, reference, and collections-related OCLC products and servicesEngaging in advocacy related to those products and servicesDeveloping and maintaining content of the Discovery, Reference, and Collections section of the MOUG website and any associated subpages or forumsProvide representation on the Program Committee (see section 3, under Membership, below).MembershipThe Reference, Discovery, and Collection Committee shall consist of no fewer than three members plus the RDC Coordinator.Members are appointed by the MOUG Chair, in consultation with the MOUG Board and the Reference, Discovery, and Collection Coordinator. Committee members shall be individual MOUG members in good standing.One member of the committee, selected by the Reference, Discovery, and Collection Coordinator in consultation with the Continuing Education Coordinator shortly after the conclusion of each annual conference, shall serve as an ex-officio member of the Program Committee. The term of service shall be two years. When all appointments are for new members, members shall be appointed for one- or two-year terms to provide staggered membership in the future. If an OCLC liaison for Reference, Discovery, and Collection is established, that liaison shall serve as an ex-officio member of the Reference, Discovery, and Collection Committee.[TOP]Nominating Committee:Committee Member GuidelinesSelection of CandidatesThe call for volunteers to run for office should be posted to the MOUG electronic discussion list, on the MOUG website, and to other appropriate professional discussion lists immediately after the Committee’s charge has been received from the MOUG Chair. A sample Call for Nominations is in the Officer Forms. This should occur in May of the year before those to be elected take office. The deadline specified in the call should be approximately four weeks after the call is sent out, and there should be at least one reminder posted to the same discussion lists as those receiving the initial call. If only one reminder is done, it should be posted at least two weeks prior to the deadline. While the call for nominations is to be made by the Chair of the Nominating Committee, after approval of the wording by the MOUG Chair and/or Board, the MOUG Chair has formal and final responsibility for seeing that this is carried out. See Nominating Committee: MOUG Chair Guidelines: Announcements.After the initial call for volunteers to run for office has been posted (see above):The MOUG Board representative on the Committee should assist the Committee Chair to ensure that all proper protocols are being followed, deadlines are being met, etc., and that the same information is imparted to each potential nominee being contacted. The Board member serving on the Nominating Committee should keep the Board informed as candidates are selected to allow Board members the opportunity to voice concerns early in the process, before potential candidates are contacted.Immediately after the call for volunteers goes out, the Chair or committee member designee should contact the incumbents in each position to see if they are interested in running again (unless barred from doing so per the bylaws). If the incumbent agrees to run again, the other prospective candidate(s) should be informed that they will be facing the incumbent in the election. (Possible addition: This notification should occur when confirming the prospective candidate(s) wish to run, so as to avoid having a candidate back out after agreeing to run.) The prospective candidate(s) should also be informed that they may use others on the Board, or previous holders of the position, to ask for further information about this position.If there are not enough nominations to support a qualified slate, the committee should begin selecting potential candidates from the membership. Note that all candidates must be personal members of MOUG by the date which the ballot is submitted. (See Good Standing under the Treasurer’s section above.) If a member of the committee is selected to run for office (this situation should be avoided but is not prohibited), then that committee member should not be involved in counting ballots. Committee members should agree upon candidates to be contacted, then begin contacting potential candidates as soon as they are identified, with the goal of presenting a slate of candidates agreeing to run and approved by the Nominating Committee no later than two weeks before the Summer Board Meeting. All members of the committee should participate in contacting potential candidates. The committee should agree upon the slate to be submitted. Unopposed candidates: The committee may decide that the ballot should contain a single candidate running unopposed for an office. If this occurs, a space for a write-in candidate should be provided on the ballot. Having unopposed candidates for both offices should be avoided, if possible. The Nominating Committee Chair shall inform the MOUG Chair of the proposed final slate of candidates prior to the Board’s interim/summer meeting, according to the deadline provided by the MOUG Chair in the Committee’s charge. The slate should include brief justifications for each candidate, including each candidates’ years of MOUG membership, current eligibility to run, recent MOUG meeting attendance, reasons for nominating this candidate, evidence suggesting fitness for the position, etc.; this need not be as detailed as the biographical information that will be on the ballot. The Nominating Committee Chair must receive verbal approval from the MOUG Board that the slate was accepted and only then submit ballot information to the E-ballots Manager (for electronic balloting) or to the Treasurer (for paper-based balloting). The entire Executive Board should approve the slate.. Committee members should request that nominees send a letter of acceptance and brief biographical material to the Nominating Committee Chair. See Officer Forms for specific information to request. The Nominating Committee Chair should submit the letters of acceptance from each candidate to the MOUG Chair before the ballots are distributed.If the Nominating Committee identifies potential candidates for future elections, it is the responsibility of the MOUG Board representative on the Committee to communicate those names to the Board so that the following year’s Chair can pass them along to the following year’s Nominating Committee. Information for Potential CandidatesPotential candidates should be supplied with the following information (from the MOUG Handbook and other official sources such as e-mails from the MOUG Chair, etc.): Eligibility requirements (membership must be current before the ballot is distributed). Nomination, slate, and ballot procedures (e.g., that nomination does not guarantee a place on the final slate).General expectations of all Board members (including meeting attendance and reimbursement of expenses). The deadline for receipt of ballots, which shall also be the date on which they are officially counted. Potential candidates need to know this when they may have other professional opportunities they may wish to pursue; when they have personal circumstances that could make running for office a problem unless they may know the results by thus-&-such date; rmation pertaining to the duties of the specific office for which they are running. A copy of the relevant office’s section from the MOUG Handbook and the section on travel reimbursements. Potential candidates should also be encouraged to contact the current holder (or a previous holder) of the MOUG office to find out more details about the duties. BallotsSee the Ballot Procedures section for instructions on preparing candidate information for the election ballot;counting of ballots; and notification of results. Disposition of DocumentsAll members of Nominating Committee should submit documents, including e-mail correspondence, relating to their participation to the member of the Committee who serves as MOUG Board representative. The MOUG Board representative on the Committee will sort these, eliminate duplicates, and forward all documents to the MOUG Archive. HYPERLINK \l "contents" [TOP]Nominating Committee:MOUG Chair GuidelinesSelection of MembersThe Bylaws require that the Nominating Committee be appointed at least six months before the annual meeting at which the Committee’s elected candidates are announced. Traditionally, Committee appointments have been made immediately after the preceding annual meeting—about eleven months in advance of the announcement of results. More recently, appointments have been made immediately before the preceding annual meeting—about thirteen months in advance of the announcement of results–in order to facilitate recruitment of candidates during the annual meeting for the upcoming ballot.The committee will normally consist of three persons: one current Board member other than the Chair (recently this has been the Vice-Chair or Past Chair), and two other at-large MOUG members. (2008: in the recent past, one of these two other members has been a previous MOUG Board member, but it was decided at the September 2008 Board meeting that this requirement was too restrictive. The Board nevertheless recognizes the wisdom of including at least one at-large MOUG member who has some “deep” experience with MOUG, i.e., five to ten years’ experience including, where possible, service on a MOUG committee or task force of some kind.) The committee may be larger than three but should not be smaller. It is recommended that the “deep experience” member serve as Chair of the Nominating Committee. Appointment LettersSend a letter of appointment to each committee member. With each letter, include the charge for the committee, as follows: The MOUG Nominating Committee is charged with providing a slate of candidates (ideally two for each office), receiving Board approval of the slate, Preparing the ballot, complete with brief biographical information of the candidates, and submitting it, along with a specified deadline for receipt by the Nominating Committee Chair, to the MOUG E-ballots Manager (for electronic ballots) or to the MOUG Treasurer (for paper-based ballots) by the specified deadline (see example at: Sample Ballot), receiving and counting the ballots (or certifying the results of electronic balloting), and announcing the results to the current MOUG Chair. The appointment letter should include the following:The deadline by which the committee’s work should be finished. Refer to the Bylaws provision that the proposed slate of candidates be sent to the Board at least three months before the annual meeting, but in practice the deadline should be typically a week prior to the Board’s interim/summer meeting. Indicate what needs to be in the justification for the slate (e.g., each candidates’ years of MOUG membership, current eligibility to run, recent meeting attendance, reasons for nominating this candidate, evidence suggesting fitness for the position, etc.). The form and format in which the ballot information should be submitted to the E-ballots Manager or the Treasurer Before writing these letters, contact the MOUG E-ballots Manager or Treasurer to establish the date by which the information is needed and the format in which it is desired. (See also Ballot Preparation and Handling in the Treasurer’s section.)The deadline for notifying the MOUG Board of the election results.Other documentation: Also ensure that committee members have or have access to copies of the Nominating Committee Guidelines: Committee Members and Ballot Proceduresthe MOUG Handbook and current MOUG Bylaws (available from the MOUG website)the latest list of current MOUG members recent MOUG meeting attendance lists AnnouncementsPrior to the ElectionAs soon as the Nominating Committee has been formed, ensure that the Nominating Committee Chair posts a call for volunteers to run for office, which should be posted to the MOUG electronic discussion list, on the MOUG website, and to other appropriate professional discussion lists. The wording of this announcement should be reviewed by the MOUG Chair before it is posted. A sample call for volunteers is available in the Officer Forms. A reminder to the membership of the deadline for the call for volunteers should also be posted to said lists at least two weeks prior to the deadline. Be sure that the announcement includes the statement that, to be eligible, one must be a member of MOUG in good standing at the time the ballot is distributed. (See Good Standing under the Treasurer’s section of the Handbook.)This announcement should include summaries of the offices that are coming open. Mention the names and institutions of the current Nominating Committee members. Suggest that those interested in running for office contact current officers, or previous holders of the position, for further information. After the ElectionThe Nominating Committee Chair will report the official results to the MOUG Chair, including the total number of ballots distributed/mailed, the total number of ballots cast, and the total number of ballots cast for each candidate. Any particular problems or issues that arose during the election should also be included in this summary report (whether they were communicated to the MOUG Chair earlier or not).The MOUG Chair will normally notify winners of the election as soon as results are available. Unsuccessful candidates should also be notified. In exceptional circumstances, the task of notification may be delegated to the Chair of the Nominating Committee. If possible, all candidates should be notified by telephone. This call should be followed with official notification letters (from the MOUG Chair) as soon as possible. Remind the Treasurer to ensure that candidates are members in good standing by the time the ballots go out. The MOUG Chair will announce election winners at the annual Business meeting and should also acknowledge the Nominating Committee and the other candidates. (At the business meeting, the MOUG Chair does not report the number of valid ballots cast for each candidate.) HYPERLINK \l "contents" [TOP]Ballot ProceduresThese procedures apply to any kind of membership vote (e.g., changes to the Bylaws, new Board member elections). For additional information about nominations and elections, see Nominating Committee: Committee Member Guidelines and Nominating Committee: MOUG Chair Guidelines. The MOUG Board may designate a MOUG member other than the Treasurer to administer the ballot. In the following instructions, “E-ballots Manager” refers to either such a designee or the Treasurer, as appropriate to the particular election. (In the February 2015 revision of the Handbook, the section on Procedures for Paper Voting was removed. Should we need to return to a paper procedure, the section can be found in the April 2014 revision found on the Officer Page.)Procedures for Online VotingHistoryMOUG implemented electronic voting in 2009. One of the goals of implementing electronic voting was to save the organization money by eliminating paper ballots that would be sent through the US Postal Service. It was also hoped that participation would increase with electronic ballots.Alan Ringwood (University of Texas at Austin), then serving as MOUG Secretary/Newsletter Editor, obtained permission to use the University of Texas Libraries’ SurveyMonkey account to administer e-ballots for MOUG. Two tests were performed, first with just Board members and then with the entire eligible membership. The results of the tests being satisfactory, the Board recommended proceeding with electronic voting with the 2009 Officers election. Ringwood was appointed E-ballots Manager.In 2014 the UT Libraries canceled it SurveyMonkey account and implemented Qualtrics as its data-gathering tool. (This was done to comply with University of Texas IT security requirements.) Tests of Qualtrics in the summer of 2014 were satisfactory and the 2014 Officers Election was carried out with it.Preparing Candidate Information for Election BallotsThe Chair of the Nominating Committee should edit (in consultation with the MOUG Chair), then submit the final, proofed ballot containing all candidate information to the E-ballots Manager by the specified deadline (ideally mid-September). The Chair of the Nominating Committee compiles the biographical data portion of the ballot from information supplied to the Nominating Committee during the nomination process. Required categories of biographical information needed for the ballot are detailed in the Officer Forms. Biographical information should appear on the ballot under each candidate’s name in the prescribed order, to ensure that biographical information for all candidates follows a similar format that facilitates easy comparison by the MOUG membership. Information should be submitted to the E-ballots Manager electronically. Preparation of the Ballot (Board Elections or Bylaws Changes)The actual ballot (a sample ballot is included in Officer Forms), prepared by the Chair of the Nominating Committee if it is for an officer election, or by the Treasurer if it is for a Bylaws amendment, should contain the following information: options for members to select the candidates/items of their choice deadline for submissionspecial voting instructions, if necessary (e.g. “vote for only one candidate for each office”) The E-ballots Manager may also prepare an optional cover letter text reiterating these details and further greeting the membership and explaining the purpose of the vote. This will appear on an introductory screen before the ballot proper. A sample ballot cover letter is available in the Officer Forms. The E-ballots Manager should submit a copy of the ballot, the biographical statements (if applicable), and cover letter (if applicable) to the MOUG Chair for review and final approval before the first day of voting. Sending the Ballots to MOUG MembersThe E-ballots Manager distributes the ballots by the deadline determined in consultation with the MOUG Board,. Note that according to the MOUG Bylaws, ballots for Board member elections shall be distributed no less than two months before the Annual Meeting. (Standard practice has been to distribute the ballots on the Monday of the final week of October, and to close the balloting period three weeks later. This allows the balloting to be completed before the week of Thanksgiving in the U.S.) The Bylaws do not specify any deadlines for votes to change the Bylaws.Ballots should be sent only to individual (not institutional) MOUG members who are in good standing at the times the ballots are sent. This means ballots are not sent to those who became members or restored their good standing after the ballots are mailed. If a member falls out of good standing after the ballots are mailed, that member may still vote. As an example, ballots sent on November 1, 2007 would only be sent to members who have paid their FY2007 dues. New or reinstated members whose memberships do not take effect until FY2008 would not get a ballot, nor would members who are in arrears or delinquent. If ballots are erroneously sent to members who are not after all in good standing, those individuals would generally still be able to vote. Handling of BallotsAfter the balloting period has closed, the E-ballots Manager should send the results to the Chair of the Nominating Committee. This should occur no later than one week after the submission deadline.All results should be retained until the Board gives E-ballots Manager permission to destroy them. This action need not wait for a face-to-face Board meeting, but should take place sometime after the Business Meeting at which the results are announced, to allow time for any possible objections.A majority of the voting members of the Executive Board shall resolve a tied vote (this is specified in the Bylaws). Notification of ResultsOfficer ElectionsThe Nominating Committee Chair or the E-ballots Manager will notify the MOUG Chair of the election results as soon as possible after the deadline for submission of ballots, typically by early December at the latest, but in any event no later than one week prior to the beginning of the Annual Meeting at which the results will be shared with the membership. The earlier the MOUG Chair can notify candidates with the results, the better, because candidates may need to respond to offers of other professional service opportunities with other groups or organizations and they should not be kept waiting. Precise vote counts (total number of ballots submitted, total number of votes for each candidate, total number of abstentions) should be included in the report to the MOUG Chair.The MOUG Chair will normally notify winners of the election as soon as results are available from the Nominating Committee or the E-ballots Manager. Unsuccessful candidates should also be notified. In exceptional circumstances, the task of notification may be delegated to the Chair of the Nominating Committee. If possible, all candidates should be notified by telephone. This call should be followed with official notification letters (from the MOUG Chair) as soon as possible.The MOUG Chair will announce election results at the annual MOUG Business meeting. (More details for the MOUG Chair are under Nominating Committee: MOUG Chair Guidelines.) Bylaws ChangesFor changes to the Bylaws, the E-ballots Manager will notify the MOUG Chair of the election results as soon as possible after the deadline for submission of ballots, preferably within two weeks but in any event no later than one month after the deadline. The MOUG Chair will announce election results at the annual MOUG Business meeting, or earlier (using other media) as deemed appropriate. HYPERLINK \l "contents" [TOP]Refund Policy (Meeting Registration)Policy Stated on Registration Form REGISTRATION FEES WILL BE REFUNDED ONLY IN EMERGENCY SITUATIONS AND WITH THE APPROVAL OF THE MOUG CHAIR. Guidelines The declaration of an event as an emergency situation is made at the discretion of the MOUG Chair (generally in consultation with the Board). Examples might be weather that prevented the registrant from reaching the meeting site or the registrant suffering from the sudden onset of a serious illness. However, refunds may also be appropriate in other circumstances (e.g., malfunctioning or confusing online forms that result in accidental meeting registration). Refunds will generally be made after the conference. Registration fees will typically be easier to refund if no meal is included or if final headcounts have not yet been sent to the caterer. Registration fees for workshops may also be more difficult to refund. The following organizations recorded the following policies on their registration forms: MLA: Registration fees will be refunded only in emergency situations and with the approval of the Convention Manager. Refunds cannot be given for banquet tickets or other ordered items, except in the case of tours canceled for insufficient registration. MLA-Midwest: Nothing on form. OLAC: No refunds will be made for no shows. ALA-Annual: Refund requests subject to a service charge. No refunds after [2 weeks prior to the meeting]. Kentucky Library Association: All refund requests must be submitted in writing by [20 days prior to the meeting] and will be assessed a service charge. Refunds will be mailed after the Conference. [TOP]MOUG Officer Handbook Jan. 1990, rev. 1992/95/96/97/98/99/2001/02/05/06/07/08/09/10/11/12/14/15/16/17 ................
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