Policies and Bylaws

Policies, Bylaws, Roles, Responsibilities and Reporting Structures

The Major Orchestra Librarians’ Association was founded in 1983. The MOLA Board of Directors filed for non-profit status through the Commonwealth of Pennsylvania on May 6, 1996. After a required waiting period and continued evaluation by the United States Department of Revenue MOLA, was officially notified on April 25, 2001 of its non-profit 501(c)3 status. The designation was made retroactive to the date of filing.

On May 18, 1997 at the annual membership meeting taking place during the Columbus, Ohio conference, organizational bylaws were voted on and adopted by the membership. Additional revisions were voted on and accepted at the annual meeting on April 14, 2007 during the Chicago, Illinois conference.

Policies guiding the operations and functions of the Major Orchestra Librarians’ Association were drafted and approved by the Board of Directors in 1998. Revisions and amendments have been added as needed.

The roles of the board of directors members are listed below. MOLA committees and their guidelines are listed on the column to the right.

Official MOLA Documents

MOLA committees: Descriptions and Responsibilities

POLICY COMMITTEE
The Policy Committee shall consist of the Vice President, who shall be its Chair, and two or more other Member Librarians appointed by the President. This committee shall, as requested by the President, be responsible for recommending to the Board long-term policy for the Corporation and changes in the Bylaws.

CONFERENCE COMMITTEE
The Conference Committee shall consist of the Host Librarian or Librarians of the forthcoming Annual Conference and other Member Librarians who shall be assigned by the President, and may also include Extraordinary Members. This committee, in consultation with the President, shall be responsible for planning the Annual Conference, including date selection, agenda, and local arrangements.

FINANCE COMMITTEE
The committee shall be comprised of no less than three and no more than five current MOLA Member Librarians in good standing. The Treasurer is ex-officio member. The Finance Committee offers guidance and oversight concerning the financial matters of the corporation. In doing so, the committee provides a layer of fiscal protection in MOLA's day-to-day financial dealings, long-term fiscal policies, and procedures and responsibilities as a registered 501(c)3 corporation to the Internal Revenue Service of the United States.

DEVELOPMENT COMMITTEE
MOLA shall create a Development Committee, whose purpose it shall be to oversee sponsorships; future advertising if any, including in Marcato; and other fundraising which the Board of Directors or Development Committee, in consultation with the Board of Directors, shall deem advisable and appropriate. The Chair of this committee shall report directly to the Board of Directors through the ex-officio member.

MEMBERSHIP COMMITTEE
The Membership Committee shall consist of the Member-at-Large, who shall be its Chair, and two or more other Members Librarians appointed by the President. This committee shall be responsible for assisting the Member-at-Large in his or her duties. It shall encourage the development and implementation of resources and services to best serve our members in their respective countries. This committee shall report directly to the Executive Board through the Member-at-Large.

EDUCATION COMMITTEE
This committee shall consist of a chairperson and at least three Member Librarians appointed by the President. It is responsible for the development and implementation of educational initiatives including, but not limited to, the development of a curriculum for orchestra librarians, coordinating with the Publications Committee on planned MOLA resource papers, both to print and web, soliciting existing organizations with whom to offer MOLA presentations, collecting results of MOLA presentations and recommend educational tools to support further presentations, and to promote regional MOLA-sponsored workshops.

PUBLICATIONS COMMITTEE
This committee shall consist of a Chairperson and at least three Member Librarians appointed by the President. It is responsible, in coordination with the Education Committee, for the development, production, and distribution of MOLA-related material made accessible to the general public in digital or printed format. Such material must have the approval of the Publications Committee and Board of Directors prior to being made accessible to the general public in any format. This committee shall report directly to the Board of Directors through its ex-officio.

WEBSITE COMMITTEE
The Website committee shall consist of a Chairperson and two or more other Member Librarians appointed by the Board of Directors, one of whom shall be Webmaster. The committee shall oversee the development and implementation of electronic data resources, services, updates and general maintenance of the MOLA website.

ERRATA COMMITTEE
The Errata Committee shall consist of a Chairperson and at least three Member Librarians appointed by the President. This committee, in consultation with the President and the Board of Directors, is responsible for oversight and maintenance of MOLA's Errata Database. The Committee's primary objectives are: encouraging the creation of new errata lists, establishing uniform standards for submitting errata, clarifying the decision-making processes involved in proofreading, setting procedures for updating the database and notifying the membership when new errata lists are available, and seeking to improve the overall accuracy and usefulness of the errata database. The Errata Committee will work in conjunction with the Website Committee to implement these objectives.

MARCATO COMMITTEE
The Marcato Committee shall consist of the Marcato Editor, who shall be its Chair, and two or more other Member Librarians appointed by the President. This Committee, in consultation with the President and the Board of Directors, shall be responsible for the content, production, and distribution of each quarterly issue of Marcato.

MOLA/AMERICAN FEDERATION of MUSICIANS (AFM) LIAISON COMMITTEE
This committee shall consist of an AFM Member Librarian liaison who shall be the Chair, and at least three other Member Librarians appointed by the President who shall serve as MOLA liaisons to ICSOM, ROPA, and OCSOM, respectively. The committee will assist MOLA Member Librarians with professional issues, and communicate with the players’ associations about MOLA’s advocacy to improve the quality of performance materials and other areas of mutual interest.

MOLA/PUBLISHER JOINT COMMITTEES
The MOLA/Publisher Joint Committees (European and North American) shall consist of three or more MOLA members, the immediate past president of MOLA and three or more publisher representatives. The purpose of the committees shall be to identify and provide direction to initiate change for areas of mutual concern. These committees shall report directly to the Board of Directors through the Past-President, who shall be an ex-officio member.

MOLA/MUSIC PUBLISHERS ASSOCIATION (MPA)/MUSIC LIBRARIANS ASSOCIATION (MLA) JOINT COMMITTEE
This committee meets twice per year in New York, providing an opportunity for representative of the Music Publishers Association, the Music Librarians Association, and the Major Orchestra Librarians’ Association to discuss matters of mutual interest and to keep current with the various activities of the member organizations. This committee reports to the Board of Directors through the ex-officio.

MOLA RESOURCE CENTERS:

ERRATA
The MOLA Resource Center for Errata, currently housed at the Philadelphia Orchestra Library and administered by its Member Librarians, shall maintain hard copies of errata lists and shall distribute them to members and interested parties who are not able to access them via the MOLA website.

OTHER PUBLICATIONS
The MOLA Resource Center for Other Publications, currently housed at the Minnesota Orchestra Library and administered by its Member Librarians, shall maintain and distribute industry publications to members and interested parties.

Both branches of the MOLA Resource Center shall report directly to the Board of Directors through the Secretary.

MOLA Executive Board Position Descriptions

PRESIDENT
The President shall be the chief executive officer of the Corporation and shall, subject to the control of the Board, supervise and control the affairs of the Corporation and the activities of the officers. The President shall preside at meetings of the general membership and of the Board, serve as liaison to other music service organizations, represent the Corporation to music publishers, and act as speaker in general for the Corporation. Except as otherwise expressly provided by law, by the Articles of Incorporation, or by these Bylaws, he or she shall, in the name of the Corporation, execute such deeds, mortgages, bonds, contracts, checks, or other instruments which may from time to time be authorized by the Board. He or she shall perform all duties incident to his or her office and such other duties as may be required by law or by these Bylaws, or which may be prescribed from time to time by the Board. (from the Bylaws)

VICE PRESIDENT
In the absence of the President, or in the event of his or her inability or refusal to act, the Vice President shall perform all the duties of the President, and when so acting shall have all the powers of, and be subject to all the restrictions on, the President. The Vice President shall serve as Chair of the Policy Committee. The Vice President shall have such other powers and perform such other duties as may be prescribed by law or by these Bylaws, or as may be assigned to him or her from time to time by the Board. (from the Bylaws)

PAST PRESIDENT
It shall be the responsibility of the Past President to lend his or her experience and expertise, gained from having served successively as Vice President and President, to those currently serving in those offices, and to the Board as a whole. The Past President shall serve ex-officio on such committees as may be assigned to him or her by the President. In general, the Past President shall perform all duties incident to the office of Past President and such other duties as may be required by law or by these Bylaws, or which may be assigned to him or her from time to time by the Board. (from the Bylaws)

SECRETARY
The Secretary shall:
  1. Keep at the principal office of the Corporation or at its principal place of business:
    a)  the original, or a copy, of these Bylaws as amended or otherwise altered to date
    b)  a book of minutes of all meetings of the Directors and of the members, recording therein the time and place of holding, whether regular or special,      the names of those present or represented, and the proceedings thereof; and, 
    c)  a membership book containing the name and address of each member; and, in the case where any membership has been terminated, the date on which such membership ceased.
  2. See that all notices are duly given in accordance with the provisions of these Bylaws or as required by law.
  3. Be custodian of the legal records of the Corporation.
  4. Exhibit at all reasonable times to any Director of the Corporation, or to his or her agent or attorney, on request thereof, the Bylaws, the book of minutes, and the membership book of the Corporation.
  5. In general, perform all duties incident to the office of Secretary and such other duties as may be required by law or by these Bylaws, or which may be assigned to him or her from time to time by the Board. (from the Bylaws)
The Secretary shall also:
  • Take minutes of all official meetings of the Board, its officers and the Membership, or assist a stenographer to take minutes through a recording device
  • Transcribe minutes and edit into final format, or oversee the transcription and editing process
  • Disseminate minutes, conference proceedings, and official correspondence to officers and Member Librarians following meetings in appropriate format and timely manner
  • Forward final version of minutes and conference proceedings to Webmaster for posting in Members Area of website
  • Assist President and Board as needed with correspondence, documentation, and dissemination of information
  • Maintain and distribute current membership (contact) information for all members
  • Communicate all pertinent membership data to the Treasurer and Marcato
  • Update printable Membership List, mailing labels, and office-only list.
  • Email publishers/agencies updated office-only list
TREASURER
The Treasurer shall:
  1. Have custody of, and be responsible for, all funds and securities of the Corporation, and deposit all such funds in the name of the Corporation in such banks, trust companies, or other depositories as shall be selected by the Board.
  2. Receive and give receipt for monies due and payable to the Corporation;
  3. Disburse, or cause to be disbursed, the funds of the Corporation as may be directed by the Board, taking proper vouchers for such disbursements. 
  4. Keep and maintain adequate and correct accounts of the Corporationπs properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains, and losses.
  5. Exhibit at all reasonable times the books of account and financial records to any Director of the Corporation, or to his or her agent or attorney, on request thereof.
  6. Render to the Directors, whenever requested, an account of any or all of his or her transactions as Treasurer and of the financial condition of the Corporation.
  7. Prepare, or cause to be prepared, and certify, or cause to be certified, the financial statements to be included in any required reports.
  8. In general, perform all duties incident to the office of Treasurer and such other duties as may be required by law or by these Bylaws, or which may be assigned to him or her from time to time by the Board. (from the Bylaws)
The Treasurer shall also:
  • Serve as an ex-officio member of the Finance Committee
  • Invoice and collect membership dues payments, or delegate these duties to others and supervise their completion
  • Invoice and collect Marcato subscriptions, or delegate these duties to others and supervise their completion
  • File IRS return by May 15 each year
  • Aid in production of annual budget in conjunction with Board and Finance Committee
  • Produce quarterly financial reports for the Board and Finance Committee
  • Present year-end financial report at Annual Membership Business Meeting
  • Pay bills, reconcile monthly bank statements, write checks for reimbursement of expenses, and perform other financial duties as needed, or delegate these duties to others and supervise their completion
MEMBER-AT-LARGE
The Member-at-Large shall serve as Chair of the Membership Committee. He or she shall serve as official contact for any potential new members, informing them of the rules, purposes, and goals of the Corporation, explaining membership procedures and assisting with membership applications, and distributing information on future Annual Conference activities. He or she shall continue as liaison to each applicant for Corporation membership, informing the President of any membership application; shall announce all new applicants at the Annual Conference prior to their membership acceptance vote by the Corporation; shall communicate the Corporationπs official welcome to each new member, to include supervising the first-time distribution of the Corporationπs publications; and shall communicate all pertinent membership data to the Secretary. In general, he or she shall perform all duties incident to the office of Member-at-Large and such other duties as may be required by law or by these Bylaws, or which may be assigned to him or her from time to time by the Board. (from the Bylaws)

ADMINISTRATIVE OFFICER (Non-Board)

A. Oversees daily operations not requiring Board action, including:
  • General administrative
  1. Review and update Operations Manual annually
  2. Report board of directors names to Commonwealth of PA after conference
  3. Support Secretary with written materials as requested
  4. Maintain and update master files for Bylaws, Policies, Full Score, Letterhead, Board History Chart, and Board and Committee Reporting Structure
  • Communication
  1. Provide information to member librarians through mass email and Forum
  2. MOLA user name and password
  3. Assistance with general questions
  4. Communicate questions and suggestions from member librarians to Board
  5. Support President with communications to board, committees, Forum
  6. Communicated MOLA needs to Hospitality Coordinator
  7. Provide information to outside parties:
    • General information about MOLA
    • Conference-related requests
    • Job openings and postings
    • Logistics    
  8. Makes arrangements for Board and Committee meetings
  • Organizational structure
  1. Constantly assess general organizational effectiveness
  2. Assess Databases and website systems for redundancy and streamline
  3. Keep track of persons responsible for databases and website
  4. Maintain committee reporting structure and help ensure its success
B. Supports President with administrative matters

C. Hires administrative assistance as necessary to support Board and Committees

D. Oversees MOLA administrative needs related to annual conference:
  • Create Conference Contract
  • Support President with conference-related details
  • Support Conference Host with items as requested
  • Advise Development Chair and Conference host re: sponsorships
  • Assist with mailings
  • Develop invitation letter
  • Work with conference host on multi-page enclosures
  • update publisher info (hire assistance if necessary)
  • create packets (hire assistance if necessary)
  • Post domestic packets
  • Post foreign packets to President for signature
E. The Administrator shall:
  • Not vote on Board resolutions
  • Report to the President