(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 Content Periodic 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 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: 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.
Handbook Review 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: . Convey information to and from the MOUG Board in a timely manner about all matters concerning the MLA Educational Outreach Subcommittee. Reference, Discovery, and Collection Coordinator (RDC Coordinator) History Added to Handbook in April 2017, following a 2016 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 was added to this Handbook in January 2011. Immediate prior, the position was the Chair of the Reference Services Committee. The Reference Services Committee was reconstituted as the with the 2016 Bylaws revision. Responsibilities Serves as member of MOUG Executive Board. Chairs the . In consultation with the , selects a member of the Reference, Discovery, and Collection Committee to serve on the .
Administration The MOUG Distinguished Service Award shall be administered by the Executive Board. Primary responsibilities are below (with instructions afterward): MOUG Vice-Chair/Chair-Elect/Past 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/Chair-Elect/Past 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/Chair-Elect/Past Chair writes and distributes press releases after the presentation, and has the web editor update the web site’s list of recipients. The MOUG 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. 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 ( and ). 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