EXECUTIVE DIRECTOR

  1. Employment.

    1. Employment Agreement. The Montana Library Association employs an Executive Director, who reports to the Board of Directors -- specifically to the Executive Committee. The Association and the Executive Director enter into an employment agreement on an annual basis. This agreement governs the employment relationship between the two parties, including the salary paid to the Executive Director. (A form for the employment agreement is located in Appendix 9.)
    2. Job Description. The Executive Committee will maintain a written job description for the position of Executive Director. The job description and the duties of the Executive Director as set forth in the Manual of Procedure should be reviewed annually by the Executive Committee, in consultation with the Executive Director, and revised if necessary. (A current copy of the Executive Director's Job Description is located in Appendix 10.)
    3. Performance Evaluation. The Board of Directors (or its Executive Committee) shall annually evaluate the Executive Director's performance of his/her duties. The President shall provide the Executive Director with a written copy of the performance evaluation and request that the Executive Director return a signed copy to the President for his/her files. (A blank copy of the performance evaluation is located in Appendix 11.)

  2. Duties of Executive Director.

    1. Membership Support. The Executive Director will maintain membership records for the Association. This will include:
      1. sending renewal notices to all members in June of each year for the coming fiscal year (dues are payable on or before July 1), sending follow up reminder notices throughout the year to those who have not renewed, and sending notices to delinquent members in November explaining that they will be removed from the membership list if their dues are not paid, and in January removing names from the membership list of those members who have not renewed their memberships prior to December 31;
      2. maintaining a database of all members and providing membership statistics, including preparing a current membership report for each meeting of the Board of Directors and an annual report on membership for the year.
      3. preparing a an annual membership directory, in the fall of the year, listing all paid members of the Association , addresses, and the division(s) with whom associated. The membership directory should also include the Association officers and committee appointments, officers of the divisions, and the Bylaws of the Association;
      4. serving as an ex officio member of the Membership Committee.
    2. Fiscal Support. The Executive Director will act as fiscal agent for the Association. Specific duties will include:
      1. receiving and depositing in an appropriate bank account all monies of the Association and disbursing such funds a directed by the Board of Directors, including handling member expense reimbursements;
      2. keeping proper records of accounts, including maintaining accounts payable and receivable and other financial records;
      3. working with the Board (and specifically with the Secretary-Treasurer and the Budget Committee) to establish an annual budget for the Association;
      4. providing financial reports to the Board of Directors on a regular basis, including an annual end-of-year financial report;
      5. arranging for an annual audit of accounts and providing audit reports to the Board;
      6. maintaining and filing records for tax and other business purposes.
    3. Administrative Support. The Executive Director will providing administrative support for Association and Board activities. This may include:
      1. maintaining a mailing list, suitable for bulk mailings arranged by zip code, printing and distributing materials such as ballots, publications, division and interest group materials, producing and providing mailing labels for division, committee, and interest group chairs, and others;
      2. attending MLA Board meetings and assisting the Secretary-Treasurer in recording the minutes of the meetings;
      3. mailing copies of the minutes of each Board meeting to all members of the Board of Directors and others, as directed by the Board;
      4. maintaining a file of current minutes, pertinent correspondence and communications; obtaining file and archival material from the officers of the Association, chairs of divisions and committees, and others shortly before or immediately following the annual conference, in consultation with the Executive Committee, periodically weeding the current files of unnecessary material according to Association guidelines and evaluating material for inclusion in the archives at the Historical Society;
      5. updating and maintaining the Manual of Procedures, Bylaws, and other Association documents in consultation with the Executive Committee and distributing them to all incoming officers of the Association;
      6. maintaining appropriate postal permits;
      7. maintaining the Association's membership in ALA, MPLA, and PNLA;
      8. sending a list of the new officers and the names of the ALA Councilor, Legislative Chair, PNLA Representative, and new division Chairs and the dates and place of the next annual conference to the places listed below by July 1 of each year:
      • American Libraries, editor
      • Library Journal, editor
      • PNLA Quarterly, editor
      • MPLA Newsletter, editor
      • ALA Washington DC Office, director
      • Pacific Northwest Library Association, President
      • American Library Association, Deputy Executive Director, 50 East Huron Street, Chicago, IL 60611
      • Public Library Division, ALA Executive Secretary
      • American Association of School Librarians, ALA, Executive Secretary
      • Montana Office of Public Instruction, Superintendent
      • Montana State Library
    4. Conference Support. The Executive Director will provide support for annual conferences of the Association. Conference support may include exhibitor communications and coordination and work with the Conference Planning Committee and the Local Arrangements Committee to ensure continuity and efficiency for each conference, including maintenance of a conference planning manual.