The goal of the CALA Annual Best Book Award is to heighten awareness of the best books of Chinese topics or literature written by authors of Chinese descent. The Award is to honor English or Chinese language books originally published in the United States. Winners of the Award will be announced by CALA during the ALA annual conference.
Each category of the Award consists of an award certificate and will be honored at the CALA Annual Award Banquet. A press release will be sent to various national publications. Honor books may be named in addition to the winning titles. If no books are found to meet the selection criteria, no awards will be given.
Entry of Works
Entries may be submitted by an author, publisher, agent, publicist or individual. A self-addressed, stamped postcard should be submitted with each
entry. Upon receipt of entry, the Award Committee members will return the postcard to the sender for notification of receipt of entry. The Award Committee is not responsible for lost submissions. An author, publisher, publicist, agent or individual may submit more than one entry per author, but not more than one entry per work.
Submission of Entry
Nominations must be submitted the Best Book Award Nomination Form by April 18. Please label on the envelope "CALA Best Book Award" when mailing book(s).
CALA'S FUNDRAISING AND DONATIONS DUE TO MAJOR DISASTERS
Revised August 26, 2010
The Chinese American Librarians Association (CALA) is a nonprofit organization with a tax-exempt status under Section 501( C ) (3) of the Internal Revenue Code.
CALA's chief source of income is derived from membership dues and fundraising.
Two of the CALA's objectives are:
Apparently because of recent global warming, more and more serious natural disasters around the world had caused enormous casualties, and heavily damaged or destroyed buildings, including libraries and homes, resulting in great losses of personal properties.
As a professional organization, CALA has been responding and making donations to several disaster relief funds during the past decade, such as those for the 9.21 Earthquake in Taiwan in 1999, the Tsunami of Indonesia in 2004, the Hurricane Katrina of New Orleans in 2005, the 5.12 Wenchuan Earthquake in China in 2008, and the 8.8 Typhoon Morakot in Taiwan in 2009.
The aim of specific fundraising and donations due to major disasters is to aid in alleviating the catastrophic damage to libraries and librarians particularly in the areas of the U.S. and China.
DEFINITION AND EXAMPLES OF CATASTROPHIC LEVEL OF DISASTERS
Disasters are at the catastrophic level if they destroy the entire or major portions of villages or towns. Sample catastrophes are caused by:
CALL FOR DISASTER DONATION
The call for a fundraising and donation to assist a disastrous area's Library Association will come from the President, if the occasion so warrants. This President must have the prior approval of the Board of Directors for such an action. The President will set up a Taskforce on Donations Due to Disasters, to ensure that a CALA Relief Fund is established and the project is completed smoothly. Such a call will be limited to no more than once a year.
CALA DISASTER RELIEF FUND
After the Call for Donations, CALA board may contribute towards the CALA Relief Fund a maximum of US $1,000.00 from the affordable CALA General Fund Account. Together with other donated funds for this relief, the CALA Relief Fund will be donated to librarians or libraries affected by the catastrophe. Such a donation will be limited to no more than once a year.
Gift books and equipments or other materials will be accepted when sufficient funds to cover the cost of shipping and handling to designated library or libraries. These gifts become the properties of the receiving library or libraries.
USE OF CALA DISASTER RELIEF FUND
Each receiving library who receives the CALA Disaster Relief Fund may use the fund to purchase books, journals, equipment, or materials for rebuilding their library collections. These materials may be marked with appropriate bookplates referring them as CALA's gifts. This process will be coordinated by each disaster Taskforce with the CALA counterpart Library Association or with each individual library.
CALA COLLABORATION WITH THE COUNTERPART LIBRARY ASSOCIATION
The Chair of the Taskforce will communicate and work with the counterpart Library Association in the affected area, in order to gather information and to assist in the distribution of the Fund.
The Treasurer is responsible for monitoring the CALA General Fund Account for annual expenditures, and for informing the Board whether there is enough money available for the Association to make a donation. The Treasurer is also responsible for receiving and recording the dates of donations, donors, and amount into the CALA's Account database. The CALA President will designate another member to receive incoming donations in case the Treasurer is not available. The President, Treasurer, and Taskforce Chair should work closely together, so that acknowledgements and receipts can be sent out to donors on a timely basis.
COMMITMENT TO DONORS
CALA ensures that all donations received (minus handling charges made by Pay-Pal) will be fully used for the established purpose. CALA must ensure the incoming and the outgoing Relief Fund have total transparency. List of donors and the amount received will be reported to the CALA Board by the Taskforce Chair. (List of donors will also be acknowledged on the CALA Listserv, CALA Web, and CALA Newsletter.)
THANK YOU LETTERS AND RECEIPTS FOR DONORS
An official Thank Your Letter and an official CALA Receipt stating the date, fund, and amount donated to the Relief Fund will be sent to each donor by the Taskforce Chair, working in concert with the Treasurer (for the Receipts), the President and the Executive Director.
The Chair of the Taskforce should submit semiannual reports to the President and the Executive Director for the Board. These reports should include:
1. Donations may be extended to those seriously affected by disasters out of the range of "natural disasters". The Board should discuss such incidents on a case-by-case basis.
2. Individual accidents that happen to CALA members, including student members, should be dealt with at the local Chapter level.
3. The Taskforce requests the Board to approve this document titled GUIDELINE FOR CALA'S FUNDRAISING AND DONATIONS DUE TO DISASTERS.
Originally Reported in December, 2009; Revised in August, 2010.
(approved January 15, 2000; revised July 8, 2000)
This document prescribes the procedure for financial reporting within CALA. In addition to general finance-related information, it includes specific procedures for 1) the Treasurer and Treasurer's quarterly reports, 2) Budget, 3) Bank account and check processing, 4) the request form for fund appropriation or reimbursement, 5) special funds, and 6) the Finance Committee and its reports.
Fiscal and tax year
CALA uses the calendar year (January 1 to December 31) as its fiscal year as well as its tax year for its accounting period. The Treasurer files the appropriate form stated below for its income tax return by May 15 of the year as needed.
Tax exempt status
The Internal Revenue Service (IRS; website: www.irs.gov) issued an advance ruling on September 19, 1997 to recognize the Association as a nonprofit organization described in section 501(c)(3) of the Internal Revenue Code. The Association's Employer Identification Number (EIN) is 23-7417422. The ruling took effect retroactively on September 6, 1996, and will end on December 31, 2000. Within 90 days after December 31, 2000, the Treasurer shall submit, upon IRS request, a completed Form 8734 covering gross revenues statements from September 1996 to December 2000 in order to obtain the permanent status.
The Treasurer shall determine annually whether CALA is required to file Form 990 or Form 990-EZ, Return of Organization Exempt from Income Tax. Normally, when the gross receipts are not more than $25,000, an organization needs not to file a return with the IRS. In determining whether CALA shall file Form 990 (or 990-EZ), the Treasurer shall include into calculation gross revenues reported by all Chapters which use CALA EIN for their bank accounts.
1. The Treasurer and Treasurer's Quarterly Reports
The Treasurer is accountable to the Board regarding every aspect of the Association's finance. The Treasurer's quarterly reports shall consist of a) a financial transaction ledger, and b) a revenue and expense statement with items categorized in accordance with the categories used on the CALA Request Form for Fund Appropriation or Reimbursement. The Treasurer's annual report shall consist of the above two and c) a formal balance sheet.
The Treasurer shall submit treasurer's report on a quarterly basis (July/Aug./Sept., Oct./Nov./Dec., Jan./Feb./Mar., April/May/June) within 30 days after the quarter ends. Each quarterly report shall be submitted to the Finance Committee with copies to the Executive Committee.
Both the September and December quarterly reports shall be available for all Board members prior to the mid-winter meeting. December report (also called mid-winter report) shall cover all days in December to two weeks before the mid-winter meeting. Both the March and June reports shall be available for all Board members prior to the annual meeting. The June report (also called annual report) shall cover all days in June up to the two weeks before the annual meeting. The remaining days of June shall be covered in the following quarterly report. These reports are also to be used for IRS purposes.
CALA budget year is the same as financial report year that runs from July 1 to June 30. All requests for payment must be submitted by July 31 following the budget year.
The current Executive Committee shall prepare the annual budget in spring for the following activity year. Even though the current President, being the chair of the Executive Committee, initiates the process, the President-Elect plays the largest role in preparing this budget since the budget is for the year when the President-Elect will be the President. The Executive Committee then submits the draft to the current Board for input and discussion (but not voting) at the first Board meeting of the annual conference. The new Board at the second Board meeting of the annual conference then approves the revised budget.
The Treasurer is authorized to issue checks for expense items approved as part of the annual budget; examples of such expense items include:
Newsletter and journal mailing
The Board shall approve any expenditure item not included in the budget before any payment is made.
Note: The journal editor's responsibility as stated in the Bylaws (Section 5) is not subject to these guidelines.
3. Bank account and check processing
When it is necessary to establish a bank account, the name of the bank account(s) shall be "Chinese American Librarians Association." All CALA checks shall be properly endorsed or legibly printed.
Request Form for Fund Appropriation or Reimbursement (FAR)
4. The Request Form for FAR is available on the CALA Web page: http://www.cala-web.org The form shall be completed with original receipt(s) or invoice(s) attached and sent to the Treasurer. Requests for reimbursement shall be submitted no later than 30 days after the end of the budget year. The Treasurer shall verify the claim with the appropriate approved documents, issue the check and send it to the requestor within two weeks of receiving the completed request form. “Void after 60 days” shall appear on all checks to remind the payee to cash the check in time. Accordingly, the requestor shall deposit the check within 60 days of the check.
5. Special Funds
The Sheila Lai Research Grant Endowment Fund was established with the initial amount of $10,000. Interest from the principle is available for awards. The award amount shall not be less than $500.00. The amount may be a combination of the fund interest and matching donation for the award. The interest shall roll into the principle, when an award is not given. The Finance Committee shall decide on issues related to this fund with consultation of Sheila Lai, the donor (telephone number: 916-363-5509; email address: email@example.com.
6. Finance Committee and its Reports
The Finance Committee shall submit to the Board two reports per year. The first report covers the Treasurer's September and December quarterly reports for the Board's review at the mid-winter meeting; the second report covers the Treasurer's March and June quarterly reports for the Board's review at the annual meeting. The report shall include review of the financial picture and make recommendations to the President and the Board to ensure the sound financial health of the Association. Accompanied with the report shall be an updated summary of the last three years' revenues and expenses. The Committee shall be certain that the Treasurer's reports are clear, readable, and ready for IRS review anytime. The Committee may suggest revisions of the financial review process for Board's approval.
|Date||Check #||Payee/Payer||Description||Payment amount||Clr||Deposit amount||Balance|
|7/15/99||2012||M. Li||Account transfer||$4540.57||$4540.57|
|8/5/99||124||State of||Incorp. Annual report filing||$35||X||$4505.57|
(December 10, 2002)
CALA has two main serial publications, CALA Newsletter and CALA Membership Directory. Advertisements to be included in these publications are handled according to the following guidelines.
The newsletter is published twice times a year (Spring and Fall) in electronic format. It is circulated among CALA members for discussion and news of developments in the field.
|Rate:||Black & white full page:||$400|
This is published annually in print format and circulated only among CALA members.
|Rate:||Black & white full page:||$400|
The CALA Distinguished Service Award is given annually to individuals who consistently demonstrate outstanding leadership and achievement in library and information services at the national and/or international level. Distinguished contributions and services to the advancement of Chinese-American librarianship will receive special consideration from the CALA Awards Committee. This Award is a permanent and highest recognition given by the Association. No individual can receive the award more than once. There shall be no consideration for or against a candidate's age, gender, nationality, religion, sexual orientation, or length of service to the profession. The recipient needs to be a member of CALA. A list of past recipients is available at http://www.cala-web.org/node/186.
The nomination package must be submitted in English and must include:
The award consists of a citation and a plaque. The CALA Distinguished Service Award recipient will be honored at the annual CALA Awards Banquet during the ALA Annual Conference.
(Approved as revised by the Board, 6/25/1999)
CALA must limit the number of guests to be invited according to the program funding.
Guests at CALA's expense may include but are not limited to service award recipients, scholarship recipients, program speakers, ALA Office for Literacy & Outreach Services Director, ALA Diversity Officer, ALA Executive Director, ALA President and ALA President-elect, and presidents of the four minority caucuses, AILA, APALA, Black Caucus, and REFORMA.
The list of guests is to be approved by the CALA Executive Committee.
Banquet tickets may be purchased for other guests.
Sample of the letter of invitation for the 1998 banquet:
On behalf of the Chinese American Librarians Association, I would like to invite you as our honored guest for the 1998 CALA Distinguished Service Award Banquet on Saturday, June 27, 7:00 PM at the Golden Palace Restaurant in Washington D.C. The restaurant is located in the heart of Chinatown, only two blocks away from the D.C. Convention Center. The address is 720-724 7th St., N.W. Washington, D.C.
Names of the 1998 CALA Distinguished Service Award recipients and the 1998 CALA Scholarship Winners will be announced at the banquet.
I look forward to seeing you at the banquet. Please let me know if you would be able to join us. Enclosed please find a banquet flyer with menu, and the entertainment listed
Launched in 1991, the nominee of the CALA President's Recognition Award is selected and nominated by the current CALA President. The current CALA President shall make his/her recommendation and will send a formal letter of nomination together with the nominee's biographical sketch to the CALA Awards Committee before March 31 each year.
The nomination package should include the following items:
The Committee will review and evaluate, based on the Criteria below, the nominee(s)' background, contributions and qualifications. If the nominee(s) meet(s) the Guidelines and criteria, the Committee will notify the president and will forward the recommendation to the CALA Executive Board for approval. After receiving approval by the Executive Board, the President will send the nomination to the CALA Board of Directors for approval. The CALA President will announce the successful recipient(s) of the CALA President's Recognition Award on the CALA list, the CALA Newsletter, and other appropriate professional publications.
The award consists of a citation and a plaque. The recipient(s) will be honored at the CALA Awards Banquet during the ALA Annual Conference.
No CALA President's Recognition Award shall be presented if there is no qualified candidate or if there is no nomination during the year.
Criteria of the CALA President's Recognition Award:
The nomination package with attachments shall be sent to the CALA Awards Committee by CALA President via e-mail or by mail.
The deadline date of nomination is: March 31 of each year.
Submitted by CALA International Relations Committee in December, 2011
Approved by CALA Board in January 2012
The Chinese American Librarians Association (CALA) joined the International Federation of Library Associations and Institutions (IFLA) as a national association member effective September 2011. CALA's IFLA membership number is US-0009. As a national association member, CALA automatically belongs to Management of Library Associations (Section 40). CALA also belongs to the following sections: Information Literacy (Section 42) and Library Services to Multicultural Populations (Section 32). (IFLA Section list can be found at http://www.ifla.org/en/activities-and-groups#list4).
The IFLA Statutes state that only member associations and institutions can nominate individuals for committee appointments, and that those organizations can nominate an individual only if that organization belongs to the IFLA section to which the individual is being nominated. As an association member of IFLA, the Chinese American Librarians Association nominates representatives to IFLA standing committees. The CALA International Relations Committee (CALA IRC) reviews the names of those nominated or self-nominated and recommends to the CALA Board for the final nominations to IFLA. The procedures outlined below are used for identifying candidates for CALA Board endorsement.
Terms of appointment
IFLA calls for nominations to standing committees every two years, in the fall of an odd numbered year (e.g., calls for nominations go out in the fall of 2007 for a term beginning in 2009; 2009 for a term beginning in 2011, etc.). This means that the CALA International Relations Committee must have their nominees identified and ready to send to the CALA Board by the end of the corresponding even numbered years no later than the CALA Annual conference.
An IFLA committee member serves for a four-year term. The committee member can then be reappointed for a second four-year term.
An individual can serve for only two consecutive four-year terms on one of the IFLA committees to which CALA belongs.
Criteria for Selection
The CALA International Relations Committee recommends an individual for an IFLA committee appointment to the CALA Board. The CALA IRC should evaluate individuals based on the following criteria at the point of placing their names in nomination for an IFLA standing committee.
The following are not listed in priority order. They are meant merely to provide general guidance.
If recommended by the IRC as a nominee, and subsequently approved by the CALA Board, the nominee provides the following as required by IFLA in addition to the above information to the CALA Board through the President and Executive Director.
A standard form that combines the above statements from the nominee titled “the Standing Committee Nominee consent form” can be found at http://www.ifla.org/en/officers-corner/nomination-election-process.
CALA should submit the following to IFLA:
CALA President or Executive Director should submit the Standing Committee nomination form and the Standing Committee Nominee consent form received from the CALA candidate to IFLA. (The Standing Committee nomination form and the Standing Committee Nominee consent form can be found at http://www.ifla.org/en/officers-corner/nomination-election-process).
The Process of Dealing with an Item by the Board
When Conducting Business via Email, Board Members Must: