Accountability & Transparency Policy

As an entity serving the public good, the Montana Library Association (MLA) has an ethical obligation to conduct its activities in a manner that is accountable and transparent to its constituents. MLA engages in ongoing efforts to openly convey information to the public about its missions, activities, and decision-making processes. This information is easily accessible to the public and creates external visibility, public understanding, and trust in the organization.

 Practices:
Accountability, Transparency, and Disclosure

  1. MLA must comply with all legal and other required reporting procedures.
  2. MLA has a responsibility to establish, achieve, and regularly measure clearly defined levels of performance in its activities and to share those results with the public.
  3. MLA must meet all federal requirements for public disclosure. The Internal Revenue Service requires that MLA make annual returns (Form 990 as appropriate based on the gross receipts of the nonprofit) and tax exemption documents available to the public unless MLA is subject to a harassment campaign.
  4. Information regarding fees and services are readily available to the public.
  5. In serving the public trust, MLA produces and distributes an annual report and/or posts information to the organization’s Website, including names of board members, management staff, supporters, donors per the organization’s donor recognition policy, and documents regarding activities and program and financial performance.
  6. Directors and officers must recuse themselves when they have a conflict of interest regarding a transaction over which they have authority on behalf of the MLA.
  7. To assist directors and officers in recusing themselves when they have a conflict of interest, the board of directors adopts a written conflict of interest policy regarding board members, staff, volunteers, consultants, and other contractors and adheres to this policy in all dealings. The conflict of interest policy clearly outlines potential conflicts and procedures for disclosure and dealing with conflicts; it provides for review by members of the board not involved in the conflict. Each director reviews, updates, and signs his/her conflict of interest statement annually. Potential conflicts are monitored and the conflict of interest policy is enforced in the event of a conflict.

Equity Practices:

  1. MLA ensures the provision of nondiscriminatory and, as required, confidential service to its constituents, staff, board members, and all other stakeholders. The nondiscriminatory and confidential service policies and procedures must be available with procedures to respond to violations as relevant to the organization.
  2. Employees and board members review and sign off on MLA’s written policy on this subject.

Community Access and Input:

  1. MLA provides multiple means (telephone, fax, e-mail, and Web form, for example) for contacting the organization to request information or provide input.
  2. MLA’s Boards of Directors provides information to the public that describes their decisions and decision-making processes. MLA will make meeting agendas and descriptions of significant decisions available to those who request them.
  3. MLA is encouraged to engage a diverse cross-section of stakeholders in the development of goals and service delivery methods to carry out its mission and commits to sharing accomplishments and lessons learned through this engagement.
  4. MLA takes reasonable steps to make its public information accessible to its constituents, staff, board members, other stakeholders, and the community.

Adopted June 21, 2017