*Request for Proposals – Due October 7, 2013*
The Maine Library Association is seeking an individual or firm to act as
part time business manager for the organization. The MLA Business Manager
will provide assistance to the Executive Board of the organization and to
its Sections and Committees. The Business Manager works with the President
and Executive Board of the Maine Library Association for coordination of
the operations of the Association.
The Business manager is required to have intimate knowledge of library
operations and accounting/office management practices. He/she will
evaluate and make recommendations for improving MLA operations, clerical
functions and communication. He/she is responsible for establishing a
virtual office and for maintaining a physical office for compiling and
storage of active files. All information collected is the property of MLA.
The mission of the Maine Library Association is to promote and enhance the
value of Maine libraries and librarianship, to foster cooperation among
those who work in and for Maine libraries, and to provide leadership in
ensuring information is accessible to all citizens of Maine.
The objectives of the Association shall be to initiate, plan and support
library activities, to encourage the exchange of ideas, and to cooperate
with regional and national organizations having related interests.
*MLA Governance and Structure*
The officers shall be a president, a vice president /president elect, a
secretary, a treasurer, the immediate past president and two
Current membership is approximately 325 active members
An annual meeting of MLA must be held once a year at a time and place
designated by the Council. Special meetings may be held as such times and
places the Council designates or upon written request be ten members of the
association. The full Executive Board meets every other month in locations
selected for the convenience of the Board members. Regularly scheduled
meetings throughout the year are held via GoTo Meeting or in Augusta. The
Business Manager is required to attend these meetings.
Sections and Committees hold individual meetings as needed.
*Job Description of the MLA Business Manager*
The Business Manager provides support for the work of the Maine Library
Association (MLA) by performing many administrative tasks needed to keep
MLA functioning in an organized and efficient manner.
● Attends Executive Council Meetings
● Works under the direction of the President and the Executive Council
● Carries out policies and procedures of the Executive Council.
1. Maintain database of membership, past and present, and prepare
reports and mailing lists as required.
2. Record payments appropriately, including those through Paypal.
3. Work closely with the President or designee on mailings, invitations
to join, renewal reminders and communications encouraging membership in the
4. Provide communication via email, social media and press releases as
directed by the executive council.
5. Provide membership support services in order to assist MLA in
maintaining and promoting membership
1. Provide computer software as needed, using Microsoft or compatible
programs including Word, Excel, and Access and additional financial
2. Administer the Wild Apricot web-based association management system
including the MLA database with members and non-member contacts.
3. Maintain MLA office supplies as necessary and provide stationary and
other supplies to the Executive Board members as required
4. Explore cost cutting methods and procedures as they relate to
printing, mailing, supplies and other expenses and make recommendations to
the Executive Board
5. Maintain calendar of MLA meetings and programs as reported by MLA
officers, update on a regular basis and distribute as required.
6. Provide updated calendars through the Maine State Library website
calendar of events.
7. Maintain a file of Executive Council reports, minutes, and financial
8. Provide general administrative support for the MLA President and
various interest groups if needed.
9. Maintain a management manual for the organization.
10. Work with MLA archivist to preserve relevant documents and move them
into permanent archives as needed.
1. Keep officers informed of pertinent business developments as they
relate to the association.
2. Forward incoming mail and association information to the appropriate
officers or committee/section members as it is received at association
3. Handle incoming phone and inquiries as appropriate and forward them
to officers or section/committee members as needed.
4. Provides communication including use email, social media and press
releases as directed by the executive council.
5. Prepare written report prior to Executive Board meetings.
Finance and Accounting
1. Accept payments, records, deposits and reports as required to the
Executive Board and Finance Committee.
2. Prepare monthly and annual financial reports.
3. Work with Treasurer and Finance Committee to prepare the annual
budget (calendar year)
4. At first Executive Board meeting in new fiscal year provide detailed
financial report of MLA assets, revenue and expenses as part of the budget
5. Prepare checks for bill payment twice per month from payment request
forms and forward to President and Treasurer for approval and signatures
6. Assist the auditor/tax preparer in the preparation of the
Association's tax returns and assist with audits as required.
7. Maintain a list of, advises on, and ensures the association
maintains appropriate insurance.
8. Maintain the legal corporation papers( 501c6) and insurance records.
*Salary and Agreements*
The annual contractual terms for the Association Business Manager will be
negotiated between the MLA Executive Council and the Independent
Contractor. The contract is reviewed annually, and a new RFP is done every
three years, after having been ratified by the MLA Executive Board. NOTE:
This current contract will be for 3.5 years, as MLA gets onto a new
three-year rotation schedule. It will expire June 30, 2017.
Interested firms/people should submit the following, no later than October
7th, to Bryce Cundick, MLA Vice-President. If there are questions, email
firstname.lastname@example.org or call (207) 778-7224. Answers to all questions
will be emailed to all parties having expressed written interest by October
1. A proposal describing your qualifications or the qualifications of the
firm and how the tasks described above would be carried out. Copies of
corporate ID numbers will be required upon award of contract.
2. A firm estimate of fees to be charged
3. Resumes of all consultants who would be involved in the project
4. Three professional references, or if applicable, names, phone numbers
and contact people at three nonprofit organizations who have been your
clients during the last 18 months, whom we can call on as references.
5. Interviews with finalists will be held starting the third week of