MLA Association Calendar

Fiscal Year: July 1 – June 30

Revised January 2018

June

  • New officers, directors, division and committee chairs assume office June 1st.
  • Summer MLA Board meeting held at annual leadership retreat.
  • After the Budget Committee prepares a proposed budget, the Secretary-Treasurer presents the proposed budget for a vote of the full board at the summer board meeting.
  • Executive Director sends membership renewal notices for upcoming fiscal year.
  • President initiates performance evaluation of Executive Director and Webmaster.
  • In late June, Executive Director and Webmaster are provided with written copy of their performance evaluation and notified whether or not the Association wishes to enter into an employment agreement for the next fiscal year.
  • All expense claims for the fiscal year must be submitted to Executive Director by June 30th.
  • Executive Director sends list of the new officers and the dates and place of the next annual conference to the appropriate organizations and publications.
  • School Library Division Summer Retreat registration opens.
  • Committee chairs send updated committee member assignments to President and Executive Director.
  • Committee membership posted on MLA webpage.
  • Montana Library Focus is published.

July

  • MLA fiscal year begins July 1st.
  • Planning begins for annual conference.
  • Annual employment agreements with Executive Director and Webmaster begin.
  • Annual membership dues are due and payable.
  • President has Executive Director distribute conference planning manual to those planning the annual conference.
  • Applications for Cates Scholarships are due.
  • Budget Committee notifies responsible parties of budget allocations for the fiscal year.
  • Executive Director sends interest group chairs an updated list of interest group members.
  • ASLD/PLD Chairs begin planning for Divisions Retreat in October.
  • Call for Presenters for ASLD/PLD Retreat is sent to WiredMT.
  • Executive Director sends updates for all governance lists to webmaster for MLA website.
  • July 20th deadline for Montana Library Focus articles for August issue.
  • Division chairs forward names of members of division subcommittees to President and Executive Director.
  • ALA representative hosts issues caucus online.

August

  • President determines that conference plans are well underway with the conference theme chosen, keynote speaker secured and contracts signed, and Conference Planning Committee working.
  • Fall Retreat registration opens.
  • Call for program proposals for upcoming annual conference.
  • SLD Summer Retreat is held at designated site.
  • Montana Library Focus is published.

September

  • The Executive Director notifies committees, representatives, officers, divisions, interest groups, and any others requesting funds of budget decisions made by the MLA Board by Sept. 1 of each year.
  • Call for program proposals for annual conference closes.
  • September 20th deadline for Montana Library Focus articles for October issue.

October

  • Members whose dues are unpaid are deemed delinquent and cease to be members of the Association.
  • Executive Director sends notices to delinquent members notifying them of their delinquent status.
  • Professional Development Committee reviews applications for Professional Development Grants.
  • Applications for Professional Development Grants to be considered in October review are due.
  • Fall Retreat is held at designated site.
  • Conference Planning Committee meets to choose programs for annual conference.
  • October Board meeting is held in conjunction with Fall Retreat.
  • Montana Library Focus is published.
  • ALA representative holds issues and resolutions session at Fall retreat.

November

  • Conference planners complete final draft of conference schedule.
  • Program presenters and non-presenters for annual meeting are contacted.
  • Awards and Honors Committee places request for nominees in Montana Library Focus.
  • Planning begins for Offline.
  • Vice President works with Executive Director on location and dates for MLA Board Summer Retreat, if desired.
  • November 20th deadline for Montana Library Focus articles for December issue.

December

  • Conference planners complete final draft of conference schedule, workshops, and pre-registration information.
  • Registration for Offline opens.
  • President’s welcome letter for conference due.
  • Montana Library Focus is published.

January

  • Bylaws Committee Chair submits potential bylaw changes to the MLA Board.
  • Legislative Reception and training held when Legislature is in session.
  • January Board meeting held in conjunction with Legislative Reception.
  • January Conference Call Board Meeting held on non-legislative years.
  • Awards and Honors Committee receives nominations for awards and honors.
  • January 20th deadline for Montana Library Focus articles for February issue.
  • Division, committee, and interest group chairs notify the Conference Planner of the size and type of room required for any separate business meeting at annual conference and any special arrangements required.
  • Cates Committee makes announcement regarding conference fundraising event.
  • Cates Committee makes call for silent auction items for MLA Conference.
  • ALA representative hosts Issues caucus online

February

  • Nominating Committee finalizes slate of officers.
  • Offline is held at designated site.
  • Awards and Honors Committee completes its review of nominations and selects award recipients.
  • Montana Library Focus is published.
  • MLA Bylaws changes sent out 30 days ahead of MLA annual business meeting.

March

  • Awards and Honors Committee recommends award recipients in writing to the President for approval by the Board of Directors.
  • Awards and Honors Committee coordinates Awards event at which awards and honors are presented.
  • Professional Development Committee solicits and reviews applications for Conference Grants.
  • March 20th deadline for Montana Library Focus articles for April issue.

April

  • Professional Development Committee reviews applications for Professional Development Grants.
  • Professional Development Committee awards Conference Grants.
  • April Board meeting is held in conjunction with annual conference.
  • Conference: Annual business meeting of members of the Association is held.
  • Candidates for office are introduced and make a short statement.
  • President presents “State of the Association” report orally at a general session.
  • Cates Committee holds fundraising event and/or silent auction at MLA Conference.
  • Annual business meetings of each division are held.
  • ALA Chapter Councilor holds a Library Issues Caucus.
  • Interest groups submit written requests for formation or continuation to Executive Director before end of conference.
  • Applications for Professional Development Grants to be considered in the April review are due.
  • Election of MLA officers is held within two weeks after annual conference.
  • School Library Division Co-Chairs begins planning for Summer Retreat.
  • Montana Library Focus is published.
  • ALA representative meets with division chairs regarding resolutions
  • ALA representative facilitates resolutions discussion and voting at membership meeting

May

  • Chair of the Nominating Committee notifies nominees whether or not they were elected.
  • Election results announced to the members by May 15th.
  • Executive Director assembles primary budget with amounts requested on or before May 15 and sends it to the Secretary/Treasurer.
  • Secretary-Treasurer presents the preliminary budget to the Budget Committee for review and evaluation after May 15 and before June 1.
  • May 20th deadline for Montana Library Focus articles for June issue.
  • Incoming President appoints committee chair appointments to begin June 1.
  • All officers and division, committee, and interest group chairs transmit records, files, and other pertinent information to their successors.
  • Cates Committee posts application on MLA Website and makes announcement of Cates Scholarship deadline in July.