Chinese American Librarians Association (CALA) started in 1973 as Mid-West Chinese American Librarians Association, a regional organization in Illinois. A year later, Chinese Librarians Association was formed in California in 1974. In 1976, Mid-West Chinese American Librarians Association was expanded to a national organization as Chinese American Librarians Association. By 1979, CALA had five chapters in Northeast, Mid-West, Atlantic, Southwest and California respectively. Chinese American Librarians Association and Chinese Librarians Association were merged in 1983. The merged organization retains CALA's English name and Chinese Librarians Association's Chinese name 華人圖書館員協會.
Presented by CALA 2015 Strategic Plan Task Force
Vision Statement CALA (Chinese American Librarians Association), in collaboration with other library organizations, is a leading librarians' organization which advances diversity and equality of library services to the library communities worldwide through the excellence of this organization and its members.
Mission Statement CALA enhances communications and discussions of the shared professional concerns among its members, and with members of other library professional organizations; promotes Sino-American librarianship and library services; provides its members collaborative opportunities with other library organizations of similar or allied interest.
Goal 1. Strive for Organizational Excellence
Action areas:
Enhance CALA organizational structure to maximize its efficiency.
Responsibilities assigned to: Executive Committee, Public Relations/ Fundraising Committee, Membership Committee.
Responsibilities assigned to: Executive Committee, Public Relations/ Fundraising Committee.
Responsibilities assigned to: Executive Committee, Public Relations/ Fundraising Committee.
Responsibilities assigned to: Executive Committee, Web Committee.
Responsibilities assigned to: Executive Committee, Public Relations/ Fundraising Committee, Finance Committee.
Responsibilities assigned to: Executive Committee, Public Relations/ Fundraising Committee, Membership Committee, Publication Committee.
Responsibilities assigned to: President, Executive Director, Executive Committee, Chapters.
Responsibilities assigned to: President, Executive Director, Executive Committee.
Responsibilities assigned to: President, Executive Director, Executive Committee, Publications Committee, Conference Program Committee, Finance Committee.
Goal 2. Become a Leader in Global Reach Initiatives
Action areas:
Responsibilities assigned to: Executive Committee, International Relations Committee, Chapters.
Responsibilities assigned to: International Relations Committee.
Responsibilities assigned to: Executive Committee, International Relations Committee.
Responsibilities assigned to: International Relations Committee.
Responsibilities assigned to: Executive Committee, International Relations Committee.
Goal 3. Enhance Services to CALA Membership
Action areas:
librarians, and library workers, and to retain current membership.
Responsibilities assigned to: Membership Committee, Public Relations/Fundraising Committee.
Responsibilities assigned to: Membership Committee.
Responsibilities assigned to: Membership Committee, Public Relations/Fundraising Committee., Election Ad Hoc Committee, Nominating Committee, Mentoring Committee.
Responsibilities assigned to: Membership Committee, Constitution & Bylaws Committee
Responsibilities assigned to: Executive Committee, Membership Committee.
Goal 4. Provide Educational Opportunities
Action areas:
Responsibilities assigned to: Publications Committee, Chapters.
Responsibilities assigned to: Mentorship Program Committee, Chapters.
Responsibilities assigned to: Program Planning Committees, Chapters.
Responsibilities assigned to: Scholarship Committee, Publications Committee, Public Relations/ Fundraising Committee, Travel Grants Committee, and The Sally C. Tseng Professional Development Grant Committee.
collaboration opportunities on research, as well as career development among CALA members.
Responsibilities assigned to Publications Committee, Chapters.
Goal 5. Advocate for Users of Chinese Heritage, Chinese Cultures, and Chinese Language.
Action areas:
Responsibilities assigned to: Executive Committee, Public Relations/ Fundraising Committee.
Responsibilities assigned to: Executive Committee, Public Relations /Fundraising Committee.
Responsibilities assigned to: International Relations Committee.
Responsibilities assigned to: Executive Board, Public Relations /Fundraising Committee.
Fundraising Committee.
CALA 2015 Strategic Plan Task Force Members Recommendation:
CALA Board reviews and approves the 2015 Strategic Plan Taskforce to publicize 2015 Strategic Plan via listserv and CALA Newsletter
June 15, 2011
Chinese American Librarians Association (CALA) started in 1973 as Mid-West Chinese American Librarians Association, a regional organization in Illinois. A year later, Chinese Librarians Association was formed in California in 1974. In 1976, Mid-West Chinese American Librarians Association was expanded to a national organization as Chinese American Librarians Association. By 1979, CALA had five chapters in Northeast, Mid-West, Atlantic, Southwest and California respectively. Chinese American Librarians Association and Chinese Librarians Association were merged in 1983. The merged organization retains CALA's English name and Chinese Librarians Association's Chinese name 華人圖書館員協會.
CALA now has seven chapters and members throughout the United States, as well as in Canada, China, Hong Kong, Singapore, Taiwan, and other countries and regions.
CALA is an active affiliate of the American Library Association (ALA) since 1976 and a member of the Council of National Library and Information Associations (CNLIA).
In 1988, CALA established sister relations with the Library Association of Central Governments Units and Scientific Research Networks of Beijing, and with the Library Association of China in Taipei. CALA also exchanges publications with the East Asian Library Resources Group of Australia and many others.
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CALA |
CLA |
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1973-1977 Tze-Chung Li |
1974-1975 Irene Yeh |
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1977-1978 Robert Pin-chuan Chen |
1976 T.C. Wong |
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1978-1979 Hwa-wei Lee |
1977 George Cheng |
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1979-1980 John Yung-hsiang La |
1978 Mark Tam |
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1980-1981 Lee-hsia Ting/td> |
1979 Raymond Tang |
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1981-1982 David Ta-ching Liu |
1980 George W. Huang |
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1981 Lillian L. Chan |
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1982 Susana Juh-mei Liu |
After CALA and CLA merged on January 1, 1983
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1982-1983 Bessie K. Hahn |
1998-1999 Linna Yu(different) |
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1983-1984 Norma Yueh |
1999-2000 Ling Hwey Jeng |
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1984-1985 Sally C. Tseng |
2000-2001 Yu-Lan Chou |
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1985-1986 William Wan |
2001-2002 Liana Zhou |
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1986-1987 Marjorie H. Li |
2002-2003 Angela Yang(different) |
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1987-1988 Irene Yeh |
2003-2004 Amy Tsiang (different) |
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1988-1989 Chang-chien Lee |
2004-2005 Shixing Wen |
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1989-1990 Peter R. Young |
2005-2006 Diana Wu |
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1990-1991 Amy D. Seetoo |
2006-2007 Haipeng Li |
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1991-1992 Roy Chang |
2007-2008 Dora Ho |
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1992-1993 Carl Chan |
2008-2009 Sha Li Zhang |
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1993-1994 Betty Tsai |
2009-2010 Xudong Jin |
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1994-1995 Linda Tse |
2010-2011 Zhijia Shen |
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1995-1996 Wilfred Fong |
2011-2012 Min Chou |
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1996-1997 Menxiong Liu |
2012-2013 Esther Lee |
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1997-1998 Harriet Ying |
2013-2014 Lisa Zhao |
Membership Dues cover the full calendar year, from January 1st to December 31st. If you have any question, please contact Membership Committee at membership@cala-web.org.
(Note: Please make your check payable to CALA and also include Chapter info on the check)
Lian Ruan, Ph.D.If you have any question, please contact Lian Ruan at lruan@illinois.edu.
Note: Membership Dues cover the full calendar year, from January 1st to December 31st. First time member joining during or after the annual membership meeting is entitled to pay half the annual dues for the remainder of the calendar year. Dues in U.S. dollar value equivalency or from a U.S. bank.
To apply for membership for CALA, fill out and submit the form below. If you have any question, please contact the CALA Membership Committee at membership@cala-web.org.
The Membership Committee and Web Committee are proud to announce that the new membership management system is implemented with its first feature released: the application form and contact information update form.
Application Form - for new members
Note: Payment methods: PayPal or by check (mailing information is included in the Application Form.) Membership Dues cover the full calendar year, from January 1st to December 31st. First time new member joining during or after the annual membership meeting is entitled to pay half the annual dues for the remainder of the calendar year. Dues in U.S. dollar value equivalency or from a U.S. bank.
The new membership application form includes payment section.
Please use the new form for paying either via PayPal or by check
Use this for donation only (A new donation page is under development).
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Donation Contribution: |
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CALA General Fund |
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CALA Scholarship Fund |
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CALA Research Fund |
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CALA Books to China Fund |
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Serving on a CALA committee is a way to get actively involved in CALA affairs. It is an opportunity to learn how to work with others for a common cause. You will meet old friends and find new ones. It will be a rewarding experience for you and a meaningful contribution to our association. If you are interested to serve on a CALA committee, please fill up the following form. Both new and veteran members are welcome.
All committee charges can be found in Section 7 of CALA's Bylaws. The President may assign additional charges. Committee work is usually carried out by email. Committee chairs are expected to present committee reports to the Board once at Midwinter and once at Summer.
This organization shall be known as the Chinese American Librarians Association (CALA), incorporated under the General Not for Profit Corporation Act of the State of Illinois, hereafter referred to as the "Association", and in Chinese as 華人圖書館員協會(Hua Ren Tu Shu Guan Yuan Xie Hui).
The Board of Directors, hereafter referred to as "the Board", shall be the decision-making body, empowered by the general membership to adopt policies, appoint officers as specified in the Constitution and Bylaws, approve the budget, review the Association's activities and transactions, and determine the participation of the Association in joint programs with other organizations. The Board shall also retain powers not otherwise specified in the Bylaws for the well-being of the Association and its membership.
There shall be an Executive Committee of the Board, consisting of the president, vice president/president elect, incoming vice president/president elect, treasurer, immediate past president, and executive director. The incoming vice president/president elect is a non-voting member of the Committee. The Executive Committee shall possess all authority of the Board to act between board meetings, except with respect to the following matters:
The elected officers, who must be personal members in good standing, are (1)president, (2) vice president/president elect, (3) incoming vice president/presidentelect, (4) treasurer, and (5) executive director. The terms for the president, vice president/president elect, and incoming vice president/president elect are for one year each. After that, the president becomes the immediate past president, the vice president/president elect becomes the president, and the incoming vice president/president elect becomes the vice president/president elect. They cannot be re-elected for a consecutive term. The treasurer serves a two-year term and can be re-elected for a second consecutive term. The executive director serves a three-year term and can be re-elected for a second consecutive term.
The appointed officers, who must be personal members in good standing, are (1) journal editor, (2) newsletter editor, (3) web master, (4) committee chairpersons, (5) committee members, and (6) ad hoc committee chairperson and members.
Amendments to the Constitution may be proposed by the Board or through a petition signed by at least twenty-five voting members of the Association. Proposals originating in the Board shall be approved by a two-thirds vote of its members before submission to the general membership. Proposals originating by petition shall be submitted in writing to the Board at least sixty days prior to the next annual membership meeting and shall be presented to the members with the recommendations of the Board.
Notice containing the text of proposal shall be sent to each voting member at least fifteen days prior to a vote.
Any proposed amendment to the Constitution shall be ratified by a vote of two-thirds of the voting members of the Association present at the annual membership meeting, or, if decided by the Board, by a vote of two-thirds of the voting members of the Association in an electronic or mail ballot.
The Association shall have eight categories of membership. The annual membership dues for each of the categories are given below:
Individual members in good standing shall have the right to affiliate with one chapter, to vote, to be elected or appointed to any office of the Association or chapters, to have free access to online publications of the Association, to receive one free copy of the Association’s journal(s), and to purchase other publications of the Association at a reduced rate.
Institutional members or affiliates in good standing shall have the right to vote through their designated representatives. Each institutional member or affiliate has one vote. Each institutional member or affiliate is entitled to receive one free copy of the Association's publications and have free access to online publications. Individual members of an affiliate can join the Association as personal members by paying the membership dues, which will entitle them to full membership privileges.
Annual membership dues cover the full calendar year. First time new member joining during or after the annual membership meeting is entitled to pay half the annual dues for the remainder of the calendar year.
There shall be an annual membership meeting to be held either in conjunction with the American Library Association Annual Conference, or in any place and on any date as decided by a two-thirds affirmative vote of the voting Board members. Each annual membership meeting shall consist of a program meeting.
Special membership meetings may be called by the president, the Board, or by a petition signed by five percent or more of the voting members.
The executive director shall be responsible for informing the members of the time, place, program, and agenda of each annual membership and program meeting via the Association’s listserv or any other means at least fifteen days prior to such a meeting.
At any annual or special membership meeting, the presence of ten percent of the members with voting rights shall constitute a quorum. The quorum requirement also applies to any membership vote.
In the event that a membership vote is required to address major issues concerning the Association arising between annual membership meetings, such a vote may be conducted in such a manner as the Board shall determine.
The president shall (1) have an overall responsibility in the programs and activities of the Association; (2) preside at all meetings of the members and of the Board; (3) appoint chairpersons for all standing committees and ad hoc committees from the membership of the Association with the advice of the Board, except for the chairperson of the Conference Program Committee who shall be the vice president/president elect, and the chairperson of the Nominating Committee who shall be the immediate past president; (4) be an ex-officio, non-voting member of all committees; (5) recommend to the Board such measures as he/she considers desirable to further the objectives and increase the effectiveness of the Association; (6) sign all contracts and other legal documents as co-signatory with the executive director; and (7) submit semi-annual and annual reports to the Board and membership through the executive director prior to the midwinter and annual meetings respectively.
The vice president/president elect shall (1) assist the president in carrying out his/her duties; (2) serve as the Conference Program chairperson of the next annual program; (3) assume the duties and obligations of the president in the event of his/her absence or resignation; and (4) perform other duties as may be prescribed by the Board, the Executive Committee, or the president.
The incoming vice-president/president elect shall (1) assist the Executive Board in carrying out their duties as prescribed by the Board; (2) assume the duties and obligations of the vice-president/president elect in the event of his/her absence or resignation; and (3) perform other duties as may be prescribed by the Board, the Executive Committee, or the president.
The treasurer shall (1) collect and disburse all funds of the Association under the instruction of the Board or the Executive Committee; (2) sign all checks drawn on Association funds in accordance with budget provisions; (3) keep bank accounts which shall be open to inspections of all members of the Board; (4) balance bank accounts on quarterly basis and submit quarterly reports to the Board through the president and the executive director; (5) furnish periodically such financial statements as may be required by the Board, the president, and the executive director; (6) serve as an ex-officio member of the Finance Committee; (7) submit semi-annual and annual reports to the Board through the president and the executive director prior to the midwinter and annual membership meetings; (8) submit an annual financial report at the annual membership meeting; and (9) co-sign the accounts of the Association with the executive director.
The executive director shall (1) be the chief administrative officer of the Association; (2) assist the president and other officers of the Association in carrying out their responsibilities consistent with the policies established by the Board; (3) keep a record of the Board meetings and membership meetings; (4) communicate to members and to others such information as may be requested by the Board or the president; (5) serve as the liaison officer with the American Library Association, chapters and affiliates of the Association, and other outside agencies; (6) sign all contracts and legal documents as co-signatory with the president; (7) oversee bank accounts with the treasurer as co-signatory; and (8) perform other duties as may be prescribed by the Board or the Executive Committee.
At-large directors shall (1) attend meetings of the Board and serve on committees of the Association, and (2) formulate and administer policies and programs that further the objectives of the Association.
The journal editor shall (1) edit and submit articles for publication in the journal of the Association in accordance with the editorial policies established by the Board, (2) oversee the publication and distribution of the journal, (3) prepare budget request and manage the authorized journal budget, (4) serve as an ex-officio member of the Publication Committee, and (5) submit semi-annual and annual reports to the Board through the president and the executive director prior to the midwinter and annual meetings.
The newsletter editor shall (1) edit, publish, and distribute the newsletter of the Association in accordance with the editorial policies established by the Board; (2) prepare budget request and manage the authorized newsletter budget; (3) serve as an ex-officio member of the Publication Committee; and (4) submit semi-annual and annual reports to the Board through the president and the executive director prior to the midwinter and annual meetings.
The web master shall (1) design, edit, and update the information and activities of the Association on the web in accordance with the website policies established by the Board; (2) serve as an ex-officio member of the Publications Committee; (3) chair the Web Committee; and (4) submit semi-annual and annual reports to the Board through the president and the executive director prior to the midwinter and annual meetings.
The Board may approve the establishment of a chapter of the Association in any region or well-defined geographic area based on the petition of at least ten members of the Association employed or residing within the area.
Each chapter shall promote the interests of the Association and the Association's program in its assigned territory. Chapter presidents and other officers must be personal members in good standing of the Association. Chapter presidents shall be members of the Board. Notwithstanding the provisions of Article IV of the Constitution, the term of office of a chapter president may be specified by chapter bylaws. Chapter president shall submit a report of chapter activities to the executive director of the Association twice a year, one for the midwinter meeting and one for the annual meeting. Chapter treasurer shall file a financial report with the treasurer of the Association twice a year.
All personal and institutional members of the Association, who are either employed or reside within a chapter's geographical boundaries as established by the Board, shall automatically be members of that chapter provided that membership dues are paid in accordance with Article 1 of the Bylaws. No individual or organization can become a chapter member unless the individual or the organization is already a member of the Association in good standing. If a member resides within the boundary of a chapter that is different than where he/she is employed, the member may designate which chapter he/she wishes to join.
A chapter may adopt its own bylaws provided there is no conflict with the Constitution and the Bylaws of the Association. For chapters with their own bylaws, a current copy of the bylaws must be filed with the executive director.
A chapter may elect its own officers. Each chapter shall have a minimum of four officers consisting of a chapter president, a chapter vice president/chapter president elect, a chapter treasurer, and a chapter membership chairperson. Chapter president is responsible for filing a copy of the elected chapter officers with the executive director.
Each chapter may retain one-third of the dues collected from all membership categories. The remaining two-thirds shall be sent to the Association within two months upon receipt of the dues. If the dues are paid directly to the Association, the treasurer of the Association shall rebate one-third of the dues received to the chapter within two months of receipt of the dues.
Dissolution and reorganization of a chapter may be proposed by the Board or through a petition signed by at least ten members of the concerned chapter and submitted in writing to the Board at least sixty days prior to the next board meeting. In case a chapter has no elected officers or has no chapter activities for at least one year, the Board may dissolve the chapter or urge the chapter to merge with another chapter near the same geographic region. A chapter may be dissolved or otherwise reorganized by an affirmative vote of at least a simple majority of the current chapter voting members, or on approval of the Board on reasonable grounds that it is believed such dissolution or reorganization to be in the best interest of the Association. In the event of a chapter being dissolved or reorganized, all chapter records and funds shall be fully discharged and forwarded to the Association through the executive director.
In the event of a vacancy in any at-large director position, the Executive Committee shall appoint a temporary replacement, from the runners-up of the most recent election, to serve the remainder of the three-year term. The replacement appointee must be a member in good standing of the Association.
In the event of a vacancy in the office of president, the vice president/president elect shall succeed the office for the remainder of the term vacated and shall then continue to serve the term for which he/she was originally elected. In the event of
a vacancy in the office of vice president/president elect, the incoming vice president/president elect shall succeed the office of vice president/president elect for the remainder of the term vacated and shall then continue to serve the term for which he/she was originally elected.
In the event of a vacancy in the position of treasurer or executive director, a successor shall be elected from the membership of the Association at the next annual election to serve the remainder of the respective term. During the interim, the Executive Committee can appoint a temporary replacement from the at-large directors.
In the event of a vacancy in the position of journal editor, newsletter editor, or web master, a successor from the membership in good standing of the Association shall be appointed by the Executive Committee of the Board to serve the remainder of the respective term.
In the event of a vacancy in a committee chairperson's position, the president shall appoint a successor among the committee members to serve the remainder of the term.
The Nominating Committee shall consist of the immediate past president of the Association and the chapter immediate past presidents or their designees. The chairperson of the Nominating Committee shall be the immediate past president of the Association. In the event that the immediate past president cannot accept the appointment, the president shall appoint a member from the Board of Directors to serve as the chairperson.
At least thirty days prior to the midwinter meeting, the Nominating Committee shall present to the president and the executive director a list of nominees to fill the positions of the five outgoing Board members. The number of nominees shall be between five and ten. At the same time, the Nominating Committee shall also submit a slate of no more than three nominees for each of the positions of vice president/president elect and incoming vice president/president elect. In the event that the term of the treasurer or the executive director expires, or any of the positions becomes otherwise vacant, a slate of no more than three nominees for each of the positions shall also be submitted. The Committee shall seek the consent of each nominee prior to submission of the list. All nominees must be personal members in good standing with a record of participation in the activities and functions at various levels of the Association. All nominees are invited to attend the Board meetings.
Whenever possible, the list shall be published in the listserv, websites, or newsletter of the Association prior to the annual membership meeting. Additional nominations can be made by a petition signed by ten or more members with voting rights. The petition shall be sent to the chairperson of the Nominating Committee along with a written consent of the nominees at least sixty days before the voting deadline.
All nominees should send a written consent to the chairperson of the Nominating Committee to accept the nomination and agree to abide by the Association’s Constitution and Bylaws.
The election of the Board of Directors and other elected officers as specified in Article VI, Section 1 of the Constitution shall be by ballot. The nominee who receives the largest number of votes for any office shall be elected. In case of a tie vote, the successful candidate shall be determined by lot. Rules for conducting such elections shall be prescribed by the Board, and the ballots cast shall be canvassed by the executive director and a committee appointed by the president.
When necessary, with the approval of the Board, an election may be conducted by mail or electronic vote in accordance with the provision in Article VIII of the Bylaws.
Whenever any action requires a vote of the general membership or the Board, the executive director shall prepare the ballots, including instructions for use. The executive director shall notify the membership or the Board of Directors that they may vote, and return the marked ballots to the executive director on or before a specified date. The date so specified shall be no more than thirty days nor less than twenty days from the distribution of the ballot. The executive director shall oversee the tellers in the counting of all ballots.
Amendments to the Bylaws may be proposed by the Board or through a petition signed by at least twenty-five voting members of the Association. Proposals originating in the Board shall be approved by a two-thirds vote of the Board of Directors before submission to the general membership. Proposals originating by petition shall be submitted in writing to the Board at least sixty days prior to the next annual membership meeting and shall be presented to the members with the recommendations of the Board.
Any proposed amendment to the Bylaws shall be ratified at an annual membership meeting by a vote of two-thirds of the voting members of the Association present at the meeting, or if determined by the Board, by mail or electronic vote of two-thirds of the voting members of the Association. The text of proposed amendment must be distributed to the general membership at least fifteen days prior to the meeting or voting.
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Association in all cases in which they are applicable and in which they are not inconsistent with the Constitution and Bylaws of the Association.
Meeting
Actions at a meeting
General consent method:
Motion method
Voting
Master Timeline
November 2005
June
At the ALA Annual Conference
July
September
October
November
December
January
February
March
April
May
The Handbook of Officers was created in 2008, it provides useful and detail information related to duties of each officers. The handbook was revised in 2010. To access the PDF version, click here.
CHARGE
The purpose of the CALA President is to oversee and coordinate all CALA activities; to divide direct responsibilities among all CALA elected officers, committee chairs, and members.
TERM(S) OF OFFICE
Elected to serve a one-year term as Vice President/President-Elect before taking office of presidency. Serves a one-year term as President, and a consecutive one-year term as Immediate Past President. (VP/President-Elect chairs the Annual Program Committee; Immediate Past President chairs the Nominating Committee.)
MAJOR RESPONSIBILITIES
1. Serves as presiding officer for all CALA meetings; prepares meeting agendas along with the Executive Committee.
2. Appoints committee chairs and members as needed or by request of the Executive Committee.
3. Coordinates all CALA activities and ensures that they are in line with ALA's/CALA's stated mission and goals.
4. Maintains close contact with CALA officers and the ALA Staff Liaison (Satia Orange coordinates all five ethnic caucuses' activities and communication).
5. Reads all correspondence concerning CALA and delegates responsibilities to appropriate officer(s) or committee chair(s).
6. Represents CALA at as many meetings sponsored by ALA Diversity Office and Spectrum Scholar Program as possible.
PROCEDURE
1. Examines goals and objectives as reflected in reports from officers, liaisons, and chairs.
2. Presides over CALA meetings during Midwinter and Annual conferences.
3. Acknowledges CALA's corporate sponsors throughout the year in writing and through personal visits to exhibits. (This duty can be shared with the Executive Director.)
COMMUNICATION & CONSULTATION
1. Vice President/President-Elect
2. Immediate Past President
3. Executive Committee and officers, committee chairs and members
RECORD KEEPING
1. Maintains copies of all correspondence and time tables from the Conference Arrangements Office.
2. Maintains individual files on all officers, liaisons, and committees, including reports and correspondence summaries.
TIMELINE
July
1. Send preliminary conference schedule to the ALA Staff Liaison, including times of Executive Committee or Board meetings, Midwinter, and annual orientations. (Note that these are no-conflict times.) Ask the Liaison to check that all those who should receive conference mailings are on the Conference Arrangements Office (CAO) list. Watch for ALA's announcements.
2. Inform officers and committee chairs of the meetings and stay in touch with them regularly.
3. Distribute information concerning appointments made since the annual conference and address other changes to CALA Directory. Send updates in the committee roster to the Publicity Committee Co-Chair for the web roster. Remind officers and committee chairs of the upcoming deadlines: planning reports (copies to be sent to the President, Executive Director, Executive Committee, and committee members) and Conference Arrangements Office Midwinter meeting requests.
4. Write the President's Column for CALA Newsletter immediately after the Annual meeting and forward it to the Newsletter editor.
August
Set schedules for Midwinter and Annual.
September
1. Review planning reports and examine goals and objectives for the year.
2. Remind Public Relations/Fundraising Committee Chair(s) to request vendor support through Exhibitor Contact & Relations Committee.
October
1. Distribute updated rosters and schedule of CALA Midwinter meetings.
2. Remind committee chairs to submit planning reports if they have not yet done so.
3. Ask the Director for conference arrangements to remind chairs to submit preliminary conference program notices to Conference Arrangements Office.
4. Call an electronic Board meeting if necessary, on the Board list, CALABD.
5. Ask officers and chairs to submit Board agenda items. Set and publicize the agenda on CALA Listserv.
November
1. Monitor work of committees.
2. Contact all committee chairs to check on progress and prepare mid-year report to the President and Executive Director.
3. Along with the Executive Director, call for agenda items for the Midwinter Board meetings.
December
1. Distribute agendas for Midwinter Board meetings along with the Executive Director. Instruct all officers and committee chairs to submit a report for Midwinter.
2. Invite ALA presidential candidates to the Midwinter Board meetings.
Midwinter
1. Represent CALA at ALA meetings, including all caucus presidents' luncheons/dinners and Spectrum Scholar forums. Bring CALA flyers and membership application forms to these meetings. (This usually happens on Thursday.)
2. Preside at the new officer's orientation. (This usually happens on Friday evening.)
3. Preside at Board meetings and present proposed annual budget for Board's approval.
Post Midwinter
1. Review Midwinter reports and follow up on committee meeting reports. Discuss areas of concern with the Executive Committee, officers and committee chairs.
2. Write congratulatory letters to nominees for CALA offices and recipients of CALA grants and scholarships (in coordination with the Immediate Past President and Executive Director).
3. Follow up on tasks and/or decisions arrived at from Midwinter meetings.
4. Write the CALA Newsletter President's Column.
February
1. Contact the Nominating Committee and Executive Director to ensure ballot preparation and mailing to CALA members.
2. Remind everyone of such upcoming deadlines as awards, scholarships, elections, and so on.
3. Work closely with the President-Elect to ensure a smooth transition. Remind the VP to call for volunteers to serve on committees, task forces, and other projects.
March
1. Remind the VP to send the roster of new appointments to the Membership Committee Chair for inclusion in the new membership directory.
2. Contact the Nominating Committee and newly elected officers for inclusion in the new membership directory as early as possible.
April
1. Continue to monitor committees and liaisons. Watch for areas needing special support: the annual program, volunteers to staff the CALA booth at the ALA exhibits, Public Relations/Fundraising for financial pledges/support from vendors.
2. Call a Board meeting electronically or via email if needed.
3. Prepare for the Annual meeting in June.
May
Stay in contact with officers and chairs to make sure that all committees have finalized their conference plans and annual reports and have submitted them to the President, the Executive Director, and the Executive Committee.
June
1. Prepare remarks and agendas for the orientation, membership and Board meetings.
2. Distribute a preliminary Board meeting agenda and remind everyone of reports needed.
3. Write the annual report.
4. Prepare files for transfer to the President-Elect.
5. Prepare CALA's entry in the ALA Handbook and send it to the Handbook Chair or appropriate person in charge.
Annual
1. Speak at ALA's Spectrum Scholar Orientation/Career Fair or appoint a CALA speaker for this event.
2. Represent CALA at such ALA functions as the caucus presidents' luncheons/dinners with the VP/President Elect.
3. Preside at Board meetings, including the business portion of the Membership Committee meeting.
4. Attend all CALA functions.
5. Remind the Treasurer to remind everyone to submit receipts for reimbursements by July (our fiscal ending month).
Post-Conference
1. Write the CALA Newsletter President's Column.
2. Write thank-you notes to exhibitors, officers, committee chairs and those who have helped you throughout the year.
3. Transfer files to the President-Elect.
4. Become Immediate Past President and chair the Nominating Committee.
REPORT DUE DATES
Interim
Prepare overall reports at the Midwinter and Annual conferences. These will be submitted to CALA Newsletter editor for inclusion in the semi-annual publication.
Annual
Write the President's Column for each issue of the Newsletter.
USEFUL RESOURCES & HINTS/REMINDERS
1. Procedures for meeting deadlines aforementioned: Refresh your memory of the CALA Handbook and CALA Constitution and By-Laws. Establish contact with the ALA Staff Liaison (Satia Orange) and call her when questions arise. Maintaining a close working relationship with the Executive Committee will be mutually beneficial. Be careful to conform to all ALA deadlines for conference planning. Start working on the CALA Newsletter President's columns several weeks before they are due.
2. One suggestion: Jot down ideas as they come to you and collect them in a special folder. Drafting your column will then become a process of arranging these ideas in a logical sequence. Keep up with correspondence as it comes in. To insure accuracy and completeness, prepare a written record of each phone conversation as soon as possible.
3. Budget: The President should present a proposed annual budget for approval at the Midwinter Board meeting.
4. Helpful Hints: Saving email addresses and building group distribution lists (of officers, chairs, committees, and liaisons) in your electronic address book can be a time saver.
CHARGE
1. To become familiar with CALA's vision, mission, goals, and operational procedures.
2. To assist the President, Executive Director, Executive Committee, and Board of Directors in formulating agendas, strategies, and implementation procedures.
3. To share duties and responsibilities of the CALA Executive Committee.
4. To serve as a voting member of the CALA Executive Committee.
TERM(S) OF OFFICE
Serves a one-year term as Vice President/President-Elect (Incoming President).
MAJOR RESPONSIBILITIES
1. Assumes the presidency if the President resigns or becomes unable to complete his or her term.
2. Appoints committee chairs and members for the following year in consultation with the Executive Committee.
3. Maintains close contact with CALA officers and the ALA Staff Liaison on issues related to the CALA annual program.
4. Presides over the CALA annual program at the ALA Annual conference of the year.
5. Represents CALA at relevant meetings sponsored by the ALA Diversity Office and Spectrum Scholar Program.
6. Attends caucus presidents' luncheons/dinners at the ALA Annual conference when required.
7. Attends relevant meetings and events during ALA Annual conference and Midwinter when needed.
8. Submits a complete CALA annual program proposal to ALA prior to ALA Midwinter (six months in advance of the program).
COMMUNICATION & CONSULTATION
1. President
2. Second Vice President/President-Elect
3. Immediate Past President
4. Executive Director
5. Treasurer
6. Board of Directors
7. Chapter presidents
8. Committee chairs, taskforce chairs, and ad hoc program liaisons
9. Appropriate CALA members
TIMELINE
July
1. Send preliminary conference schedule to the ALA Staff Liaison.
2. Ask the Liaison to check that all those who should receive conference mailings are on the Conference Arrangements Office (CAO) list.
3. Follow ALA's announcements and take necessary actions.
September
1. Review planning reports and examine goals and objectives for the year.
2. Remind Public Relations/Fundraising Committee Chair(s) to request vendor support through Exhibitor Contact & Relations Committee.
November
Prepare preliminary flyers of the CALA annual program for ALA Midwinter meetings.
December
1. Submit VP interim report for ALA Midwinter meetings.
2. Submit a complete CALA annual program proposal to ALA prior to ALA Midwinter.
Midwinter
1. Represent CALA at ALA caucus presidents' luncheons/dinners and Spectrum Scholar Program. Bring CALA flyers and membership application forms to these meetings. (This usually happens on Thursday.)
2. Participate in ALA's new officer orientation. (This usually happens on Friday evening).
3. Present the CALA annual program budget to the Board for approval.
February
Contact committee chairs for possible recommendations of committee members to serve as chair for the coming year.
March
1. Call for volunteers to serve on various committees.
2. Request that the Nominating Committee and Executive Director include newly elected officers in the new membership directory as early as possible.
April
Contact the Second VP to see if a proposal for the Diversity Fair is being submitted.
May
1. Send committee appointments roster to the Membership Committee Chair for inclusion in the membership directory.
2. Stay in contact with CALA annual program speakers.
3. Send a reminder to CALA Listserv to invite all members to the CALA annual program.
June
1. Contact CALA annual program speakers to ensure there is no last minute emergency.
2. Prepare the annual report.
3. Prepare, revise, and update the Vice President entry in the CALA Handbook and send revised copy to the Handbook Chair or appropriate person in charge.
Annual
1. Speak at ALA Spectrum Scholar Orientation/Career Fair or appoint a CALA speaker for this event.
2. Represent CALA at such ALA functions as caucus presidents' luncheons/dinners with President (on Thursday evening).
3. Assume the role of President at the 2nd Board meeting and preside at the meetings.
4. Attend Division Presidents' Luncheon at ALA.
5. Attend all CALA functions.
Post-Conference
1. Transfer files to the new Vice President/President-Elect.
2. Assume the duties and obligations of President.
REPORT DUE DATES
Interim
Prepare reports at the ALA Midwinter and Annual conferences.
Annual
Prepare annual budget to be presented at Midwinter after assuming presidency.
USEFUL RESOURCES & HINTS/REMINDERS
1. ALA Handbook of Organization
2. Robert's Rules of Order (for CALA official meeting procedures)
3. CALA Constitution and Bylaws
4. CALA documents (meeting minutes, committee reports, newsletters, etc.) on CALA website
5. CALA forms on CALA website
6. Other relevant information sources
7. Consultation with the ALA Staff Liaison (currently, Satia Orange)
8. Close working relationship with the Executive Committee
9. ALA deadlines for conference program planning
CHARGE
1. To become familiar with CALA vision, mission, goals, and operational procedures.
2. To assist the CALA Executive Committee and the Board of Directors in formulating agendas, strategies, and implementation processes.
3. To share duties and responsibilities of the CALA Executive Committee.
4. To serve as a non-voting member of the CALA Executive Committee.
TERM(S) OF OFFICE
Serves a one-year term as Second Vice President/President-Elect (Incoming Vice President/President-Elect).
MAJOR RESPONSIBILITIES
1. Contributes to the discussion and decision-making processes of the CALA Executive Committee and the Board of Directors.
2. Serves as a lead person to update the CALA strategic plan, objectives, and implementation plans.
3. Assumes the vice presidency if the Vice President/President-Elect resigns or becomes unable to complete his or her term.
4. Plans and prepares a Diversity Fair program to be held at the ALA Annual conference. Calls for volunteers to staff the CALA Diversity Fair Booth.
5. Represents CALA in the Spectrum Scholar events at the ALA Annual conference and Midwinter when CALA officers are invited.
6. Represents CALA at meetings sponsored by ALA Diversity Office and Spectrum Scholar Program when needed.
7. Attends luncheons of the ALA affiliates with the CALA President, Vice President/President-Elect, and Executive Director, when needed, during ALA Annual conference and Midwinter. Attends caucus presidents' luncheons/dinners at ALA when needed.
8. Keeps CALA President, Vice President/President-Elect, Executive Director, and Treasurer advised and informed on issues relevant to CALA's operations and well-being.
9. Submits interim and annual reports on assigned duties and responsibilities.
10. Starts working on the CALA annual program theme as soon as the term begins. Submits a program request to the relevant ALA office 12 months in advance of the program.
11. Serves as mentor to the incoming Second Vice President/ President-Elect when becoming Vice President/President-Elect.
COMMUNICATION & CONSULTATION
1. President
2. Vice President/President-Elect
3. Immediate Past President
4. Executive Director
5. Treasurer
6. Board of Directors
7. Chapter presidents
8. Committee chairs, taskforce chairs, and ad hoc program liaisons
9. Appropriate CALA members
USEFUL RESOURCES & HINTS/REMINDERS
1. ALA Handbook of Organization
2. Robert's Rules of Order (for CALA official meeting procedures)
3. CALA Constitution and Bylaws
4. CALA documents (meeting minutes, committee reports, newsletters, etc.) on CALA website
5. CALA forms on CALA website
Goal
• Promote and publicize the visibilities of CALA and its members;
• Oversee CALA officers, Committee chairs and members in carrying out their responsibilities;
• Communicate to members and to others professional organizations information related to CALA;
• Find ways to increase financial growth;
Charge
The executive director shall (1) be the chief administrative officer of the Association; (2) assist the president and other officers of the Association in carrying out their responsibilities consistent with the policies established by the Board; (3) keep a record of the Board meetings and membership meetings; (4) communicate to members and to others such information as may be requested by the Board or the president; (5) serve as the liaison officer with the American Library Association, chapters and affiliates of the Association, and other outside agencies; (6) sign all contracts and legal documents as co-signatory with the president; (7) oversee bank accounts with the treasurer as co-signatory; and (8) perform other duties as may be prescribed by the Board or the Executive Committee.
Term of Office
Elected to serve a three-year term on the Executive Committee and is also a member of the Board of Directors. This position can be re-elected for a second consecutive term.
History/Purpose
The Executive Director position has been created since 1973 when CALA was established.
Major Responsibilities
• Be the chief administrative officer of the Chinese American Librarians Association;
• Assist the President, Board and other officers, Committee chairs and members of the Association in carrying out their responsibilities consistent with the policies established by
the Board;
• Provide professional expertise, background information, guidance, and assistance to all CALA officers and members;
• Provide general oversight of all CALA and its chapters' activities, advisory questions, etc.
• Keep a record of the Board meetings and membership meetings;
• Communicate to members and to others such information as may be requested by the Board or the president or the members;
• Serve as the liaison officer with the American Library Association, chapters and affiliates of the Association, and other outside agencies, especially library associations in China;
• Inform members professional opportunities, conferences, job related events, members' significant news, etc.;
• sign all contracts and legal documents as co-signatory with the president;
• Oversee bank accounts and investments with the treasurer as co-signatory;
• Inform members of the time, place, and agenda of each annual membership and program meeting via the Association's listsery or any other means at least fifteen days prior to such a meeting;
• Inform the Board of Directors, Chapter presidents, Committee chairs of the time, place, and agenda of Board Meetings;
• Call for semi-annual and annual reports for the Board prior to the midwinter and annual meetings;
• Receive a current copy of the chapters' own bylaws unless they are available on Chapter's Website or are same as the Headquarters;
• Receive a current copy of each chapter's elected officers including chapter president, a chapter vice president/chapter president elect, a chapter treasurer, and a chapter membership chairperson, unless the information is available on Chapter's Website
• In the event of a chapter being dissolved or reorganized, all chapter records and funds shall be fully discharged and forwarded to the Association through the Executive Director;
• At least thirty days prior to the midwinter meeting, the Executive Director shall receive a list of nominees to fill the positions of the five outgoing Board members, Vice President, and if appropriate, Executive Director and Treasurer, from the Nominating Committee;
• Prepare the ballots, including instructions for use, whenever any action requires a vote of the general membership or the Board. The Executive Director shall notify the membership or the Board of Directors that they may vote, and return the marked ballots to the Executive Director on or before a specified date. The date so specified shall be no more than thirty days nor less than twenty days from the distribution of the ballot;
• the Executive Director shall oversee the tellers in the counting of all ballots including electronic and mail votes;
• Assist members in all possible ways including answering questions, professional development and guidance, mentorship, and assistance;
• perform other duties as may be prescribed by the Board or the Executive Committee.
Publicity
• Send "Call for Agenda Items" for Board and Membership Meetings to CALA members via CALA listserv;
• Announce CALA election results, winners of awards, grants, scholarships, events and activities, in coordination with the President or associated Committees;
• Work with the President and Committees to participate in local, national, and international conferences;
• Publicize CALA activities and events;
• Invite/recommend library leaders to participate in ALA, CALA and other professional events; Communication
• President and the Board of Directors; & Consultation
• Chapter Presidents;
• Committee Chairs;
• Individual members
Timeline
• December
o Send out "Call for agenda, proposals and reports" for Board meeting
• January
o Prepare January Board Meeting agenda, reports, proposals, recommendations, documentations, etc.
• February/March
o Prepare Minutes, election materials, ballots (electronic and print), and Mail ballots;
• April
o Count ballots and submit election results to the Board and Members;
• May/June
o Send out "Call for agenda, proposals and reports" for Board and Membership Meetings;
• June
o Prepare June Board and Membership Meetings agendas, reports, proposals, recommendations, documentations, etc.;
• July
o Prepare Minutes;
• Every month
o Contact and work with CALA officers and committees.
Report Due Dates
• Send Interim and Annual reports to the Board before the ALA midwinter and annual conferences;
• Send Minutes of the Board meetings to be published in CALA Newsletters;
• Send other reports and information to members via listsery
CHARGE
The Treasurer is charged with managing CALA funds.
TERM(S) OF OFFICE
Elected to serve a two-year term. Can be re-elected to serve a consecutive two-year term.
MAJOR RESPONSIBILITIES
1. To collect and disburse all CALA funds under the instruction of the Board or the Executive Committee.
2. To sign all checks drawn on CALA funds in accordance with budget provisions.
3. To keep regular accounts. These shall be open to the inspection of all Board members.
4. To furnish periodic financial statements at requests of the Board, the President, and the Executive Director.
5. To serve as an ex-officio member of the Finance Committee.
6. To submit an annual report to the President and the Board prior to the annual membership meeting.
7. To prepare donation receipts to members for tax purposes.
8. To prepare the annual IRS Tax Form in compliance with IRS Non-Profit status.
PROCEDURE
1. Maintains individual files on all officers, liaisons, and committees, including reports, due payments (checks or online), donation receipts, and tax statements.
2. Reconciles monthly reports with bank statements.
3. Prepares quarterly report for the Board.
4. Maintains various funds in accounts.
COMMUNICATION & CONSULTATION
1. President
2. 2nd Vice President/President-Elect
3. Immediate Past President
4. Executive Committee and Board officers
5. Committee chairs and members
6. Membership Committee Chair
7. Public Relations/Fund Raising Committee Chair
8. Finance Committee Chair
RECORD KEEPING
Maintains copies of all correspondence.
TIMELINE
July
October
Prepares quarterly report for the Executive Committee.
January
Post Midwinter
Keeps in contact with Membership Committee Chair to ensure the voting privilege of current members who have paid dues.
April
Prepares quarterly report for the Executive Committee.
June
Prepares annual report for the Executive Committee and Board meeting at the Annual conference.
Annual
REPORT DUE DATES
Interim:
Annual:
Financial reports at the Annual conference
USEFUL RESOURCES & HINTS/REMINDERS
Charge
The purpose of the CALA Immediate Past President is to oversee and chair CALA Nominating Committee and to serve as an advisor on Executive Board.
Term(s) ofOffice
Serving one-year term and can not serve a consecutive term
Major Responsibilities
• Chair the Nominating Committee, which consists of all chapter presidents or her/his designees
• Issue "Call for Nomination" for the following positions: Vice President/President-Elect, 5 members for Board of Directors, and Executive Director when needed
• Ensure all nominees are personal members in good standing and are eligible to run for the above elected positions
• Solicit biographical information and candidate statements from all qualified nominees
• Coordinate with Nominating Committee members to select the top nominees to be included in the election ballot. The number of nominees should be between 5 to 10 for the Board of Directors, and no more than 3 for the Vice President/President-Elect, and no more than 3 for Executive Director.
• Present the slate to the Board of Directors at the midwinter board meeting
• Upon approval, inform qualified nominees for the incoming election, forward the slate to the Election Committee, under the supervision of the Executive Board
Procedures
• see above under responsibilities
Record Keeping
• The Immediate Past President maintains copies of all correspondence, time tables from the Nominating Committee, and their correspondence and records from nominees, including those self nominated members.
• Maintains all correspondence and nominees' biographical information and candidate statements.
• Maintains the slate that has been approved by the Board of Directors
Communication & Consultation
• The President
• Executive Board and members of the Nominating Committee
Reminders and Helpful Hints
• Procedures for meeting the deadlines: Refresh your memory of the CALA Handbook, the CALA Constitution and Bylaws. Maintaining a close working relationship with the Executive Board will be mutually beneficial.
• Helpful Hints: Saving email addresses and building a group email distribution lists of all Nominating Committee members, Board of Directors, and nominees in your electronic address book are time savers.
Timeline
• July
o Confirm with the Executive Board and Board of Directors for the vacant positions
• August
o Set schedules for the nomination
o Send email to all Nominating Committee members informing their responsibilities and deadlines
• September
o In consultation with the Nominating Committee, prepare "Call for Nomination" statement the first week right after the Labor Day weekend
o Ask for Nominating Committee members consensus to issue "Call for Nomination" in the third week
o Send "Call for Nomination" to CALA listsery no later than September 20
• October
o Send the first "reminder" to CALA listsery in the middle of the month
• November
o Send the second "reminder" to CALA listsery no later than November 10
o Close "Call for Nomination" before November 20 or one month after issuing of "Call for Nomination" whichever comes first
o Secure nominees' consensus to run for those elected positions. At the same time, solicit biographical information and candidate statements from those agreed to run one week after closing of "Call for Nomination."
• December
o December 10 is the deadline to collect biographical information and candidate statements
o December 15 or the closest Monday, review qualifications of all nominees with the Nominating Committee to select the top candidates
o December 20, or the closest Monday, inform the candidates for their eligibility to run in the incoming election
• January
o One week after the New Year holiday, submit the mid-year report with the slate of qualified candidates along with their biographical information and candidate statements to the Executive Director and President. This will be an agenda item for Board's approval.
• Midwinter
o Report at the Board meetings and ask for their approval of the slate.
• Post Midwinter
o Forward the approved slate to the Election Committee
Type
Standing
Charge
To select and recommend a recipient for the Distinguished Service Award of the Chinese American Librarians Association (CALA) in accordance to the criteria and guidelines established by the Board. In case of special circumstances, including but not limited to no award, disputes, and cases involving conflicts of interest, the Board of Directors shall make the final decision on the award(s).
Composition & Term(s) of Office
Makeup: Shall consist of odd number of members, including the chairperson.
Chair: Appointed by the President with the Board for an one year term and cannot serve a consecutive term
Member:
• Members shall be personal members in good standing.
• Appointed for an one year term and cannot serve a consecutive term.
• All members have voting privilege.
Major Responsibilities
• Shall select and recommend a recipient for the CALA Distinguished Service Award in accordance with the criteria and guidelines established by the Board.
• Shall announce the name of the award recipient in the CALA Newsletter and on CALA listsery and website.
• Most committee business are conducted online
Procedures
• Call for nominations.
• Solicit supporting letters.
• Review/evaluate nomination documentations
• Rank the nominees, discuss, and select the winner.
• Present recommendation of the recipient to the President and the Executive Director for forwarding to the Board for approval.
• Ask the Executive Director to prepare plaque and certificate for the award recipient.
Publicity
• Post the "Call for Nominations" on CALA listsery and--website.
• Announce the name of the award recipient in the CALA Newsletter and on CALA listsery and website.
Timeline
• January
o Post the "Call for Nominations"
• March
o Solicit supporting letters
• April
o Review/evaluate nomination documentations
• May
o Present recommendation of the recipient to the President and the Executive Director (allow the Board to act on the recommendation at least 30 days prior to the annual membership meeting).
Report Due Dates
Interim: Interim report is due in December
Annual: Annual report is due in May
Type
Standing
Charge
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 North America. Winners of the Award will be announced by CALA and published in the ALA Cognotes during the ALA annual conference.
Composition & Term(s) o f Office
Chair: Appointed for a one-year term and cannot serve a consecutive term. Committee chair can be re-appointed for consecutive terms.
Member: Appointed by the President with the advice of the Board. One-year term.
History/Purpose
The Best Book Award ad hoc Committee was formed in June, 2005.
Each category of the Award consists of an award certificate that will be presented 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.
Major Responsibilities
• Members of the Committee must agree to read, and contribute opinions for as many nominated books assigned as possible.
• (2) The requirement to vote does require to have read all e-mails in regards to reviews, debates, critics, correspondence, etc.
• Find books about general and modern life in China and Chinese-American life in the United States . English translations of books originally in Chinese_ may be considered.
• Publishers should be contacted to send books to all committee members so there is less of a burden on members to search for and obtain books.
o To responding to newly nominated book for its qualification,
o To acquired books approved by the Committee as candidate through sellers, or borrowing from a member or a local library,
o To offer reviews, to critic members reviews via,
o To settle Issues that arise among members.
Procedures
• The qualification of a work should strictly follow the CALA guidelines of the year.
Eligible Work
• Works eligible must have had premier publication during the previous calendar year from January 1 to December 31, and must have been published for general commercial release in the United States. Nominations may be accepted from the field and Committee up to April 18, 2008.
• Works must be related to Chinese culture heritage and deal with Chinese subject matters, or written by authors of Chinese descent.
• Works must have been published by a publishing house, trade or small press/publisher located in the North America or one of its territories. Self-published works and exclusive Internet publications are not eligible.
• Anthologies or books containing the work of more than one author are not eligible.
• Works must be in Chinese or English. This requirement does not limit the use of words or phrases in another language where appropriate in context. Translations of original works may be considered by the committee.
• Works that have previously won other prizes or recognition are eligible.
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 on the official form, which is available on the CALA web site at http://www.cala-web.org under online forms. Send all completed nomination forms (Please include publisher's e-mail, address, tel., agent) to the Yahoo BestChineseNewBookAward Group by April 18. Please label on the envelope "CALA Best Book Award" when mailing book(s).
Publicity
• The committee shall send out the "Call for Nomination" to CALA members via CALA listserv.
• The committee shall announce the list of nominees in the CALA Newsletter or CALA Web.
Communication and Consultation
• Executive Director
• President.
Timeline
• January
o Complete awards' criteria discussion; advertise the CALA Best Book Award at ALA Mid-Winter
• February
o Collect applicant forms from 2007. Committee Chair arranges an electronic discussion list for exclusive use by the committee so that discussions and nominations can take place throughout the selection year.
• March-April
o The chairs of the committee will assist in obtaining copies of the nominated titles for committee members; all nominated titles must be discussed. Committee members or nominators who have contact with publishers will also help in obtaining copies for review.
• May
o Conduct votes and report result sent to CALA Board. A written report will be submitted by the Committee Chair. It will be announced in the CALA listsery once the result is available, then posted in CALA website. Press release will be issued to various agencies, such as ALA Office for Literacy and Outreach Services, major Chinese language newspapers in North America, et al.
Report DueDates
Interim: Two weeks before the board meeting at mid- winter meeting.
Annual: Two weeks before the board meeting at annual conference.
Type
Standing
Composition Term(s) of Office
Makeup: Shall consist of odd number of members, including the chairperson.
Chair: Appointed by the President with the advice of the Board for a one-year term and can be re-appointed for a consecutive term.
Member:
• Appointed by the chairperson with the advice of the President.
• Appointed for a staggered two-year term and can be re-appointed for a consecutive term.
• Members shall be personal members in good standing.
Major
• Review CALA's Constitution and Bylaws.
Responsibilities
• Make recommendation to the Board for amendment.
• Make sure that the Association's business is conducted as prescribed in the Constitution and Bylaws.
Procedures
• Review/discuss on Constitution and Bylaws.
• Submit the final product to the President before the deadline.
Communication & Consultation
• Members communicate online in order to complete work.
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conference.
Type
Standing
Charge
Edit and submit articles for publication in the journal of the Association in accordance with the editorial policies established by the Board; oversee the publication and distribution of the journal; prepare budget request and manage the authorized journal budget; serve as an ex-officio member of the Publication Committee; and submit semi-annual and annual reports to the Board through the president and the executive director prior to the midwinter and annual meetings.
Composition & Term(s) of Office
English Editor of JLIS
English Appointed by the CALA president and approved by Editor of the CALA Board of Directors for a three-year term. Official term starts immediately at the end of the ALA annual conference. A second consecutive term of three years may be appointed. The English editor also serves as chair of the CALA JLIS Editorial Board, and on the JLIS Editorial Board. English Editor of JLIS reports to CALA Board of Directors and Editor of JLIS
JLIS English Editorial Board
Consists of five regular members including the chair. Membership of the board is recommended by the chair and formally appointed by CALA president. Official term starts immediately at the
end of the ALA annual conference. A second consecutive term of three years may be appointed. CALA president, chair of the publications
committee, and the JLIS editor of book reviews are ex-officio of the Board.
Major Responsibilities
• English editor of JLIS is responsible for the solicitation, review, referee process, selection, and editing of all English
articles for publication in the JLIS.
• English editor is authorized to make decisions based on the referee comments and committee review about which
English articles to publish and to notify the authors of the acceptance of their articles and in which issue their articles
will be published.
• English editor shall provide three or more quality English
• articles appropriate for publication for each issue of JLIS.
• English Editor shall keep statistics and archives of the JLIS relating its publication of English articles and provide anannual report to the JLIS editorial board and CALA Board of Directors.
• English Editor shall actively promote the journal and solicit quality articles for publication in the United States and throughout the world.
• As chair of the JLIS CALA Editorial Board, the English Editor will lead the Board to accomplish these expectations.
Procedures
To provide for the two issues of JLIS scheduled to be published in April and October each year, the English article review process follows these timeline and procedures:
• English Editor will send out a call for papers to CALA listserv and other appropriate venues in January and June every year.
• Within two weeks of receipt of a manuscript, the English Editor will forward the manuscript to a board member according to the order of the board roster for review and notify the author of receipt of the manuscript.
• The reviewing board member should send each article to two referees selected from the "list of JLIS referees" ("The list of JLIS referees" is developed and maintained by the English Editorial Board) according to their background of expertise.
• A letter and referee questionnaire will be sent to the referees (please use the form letter and questionnaire).
• The referees will be given 4 weeks to complete the review.
• The reviewing board member will communicate his/her recommendations to the English Editor based on the referee comments within two weeks after the articles are returned from the referees.
• The English Editor will notify the author of the decision about their article within two weeks after receiving the recommendations and copy the reviewing board member.
• The reviewing board member will then work with the author whose article have been accepted to revise the article according to referee comments and submit the final version of the article in camera ready form to the English Editor at least one month before the expected publication date.
• The reviewing board member will forward all review documents to the English Editor along with the camera ready article.
• The English Editor will conduct the final proof-reading of the camera ready articles and send them along with review documents to the JLIS Chinese editor, who serves as the NTNU liaison of JLIS English Editorial Board, for publication and documentation.
Publicity
• Maintains the content of about JLIS on CALA website
• Send out call for papers to CALA membership and other library organizations
• Make announcement to CALA membership when the new issue is published.
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conference.
Type
Standing
Charge
Review the financial situation of the Association and make recommendation to the President and the Board that will place the finances of the Association on a sound basis.
Composition & Term(s) of Office
Makeup: Shall consist of chair, members and the current treasurer
Chair: One year term
Member:
• One year term
• Treasurer serves as ex-officio of the committee
Major Responsibilities
• Review Quarterly reports submit by the Treasurer
• Make recommendation of the finance and investment opportunity of the association.
Procedures
• Review and analyze the quarter report.
• Determine financial stability and spending needs
• Make recommendation for investment
Communication & Consultation
• Executive Director
• President
• Board of Directors
• Treasurer
Timeline
• January
o Review treasurer's semi-annual report and file committee report
• April
o Review treasurer's quarterly report and make recommendation
• June
o Review treasurer's annual report and file committee report
• October
o Review treasurer's quarterly report and make recommendation
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conference.
Type
Standing
Charge
To promote, coordinate, and support non-political international library related activities and programs within CALA's objectives and guidelines.
Composition & Term(s) of Office
Makeup: Two members minimum
Chair: One year term
Member: One year term
Major Responsibilities
• Promote international cooperation among librarians and libraries in Asian countries
• Correspond and assist with oversea CALA members that are coming to the United States to visit.
• Chairperson is required to attend ALA/International Relations Board meeting and report back to Board
Procedures
• Attend International Librarians Reception (Fee Program) during Annual ALA Conference
• Serve as a liaison to the ALA/International Relations Committee
• Serve as a liaison to the International Relations Round Table. Attend ALA/IRRT Board meeting
• Inform Board and members of any International conferences/events related to the library profession
Communication & Consultation
• Executive Director
• President
• Local Arrangement Committee Chair
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conference.
Charge
CALA Listsery is a discussion forum as well as a communication channel for the Chinese American Librarians Association.
CALA Listserv Administrator is to ensure that this discussion forum and communication channel is operated smoothly.
Composition & Term(s) of Office
Makeup: The position of Listserv Administrator is not defined in Constitution and Bylaws.
In general, there is no defined term of years for Listserv Administrator.
In case when Listsery Administrator can't perform the duties, a replacement will be nominated by the President and be approved by the Board.
History/Purpose
• CALA Listserv was launched in June 1994 at University of Wisconsin - Milwaukee. Dr. Wilfred Fong was the first CALA Listserv administrator.
• On February 14, 2003, CALA Listserv moved to a new location: cala@umich.edu. The listsery administrator during this period of time was Shixing Wen.
• On August 1, 2007, CALA Listserv moved to its own domain: calalist@cala-web.org. The current listserv administrator is Bin Zhang (bzhang@csus.edu).
• In general, there is no other member beside Listserv Administrator. However, Listsery Administrator could delegate the duties to another CALA member to cover his or her temporary absence.
Major Responsibilities
• Monitor the CALA listserv to ensure that messages posted are appropriate.
• Add new members to the listserv.
• Update members' email addresses.
• Remove subscribers per their requests.
• Respond to subscribers' other questions.
• Post job vacancy notices to the listserv.
Procedures
• Check email frequently
• Approve messages related to CALA or library profession in general and reject inappropriate or unsolicited messages.
• Respond to subscribers' requests in a timely manner.
• Consult with Executive Director or relevant officer for anything not sure.
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conferences
Type
Ad hoc
Charge
The Committee shall make recommendations to the CALA President and Executive Director of its decisions on the location and price of the CALA Banquet
Composition & Term(s) of Office
Makeup: Shall consist of 3-5 members including the Committee chair. Term of appointment will be one year
Chair: Chair and members are appointed by the President
Member: All members should be CALA members in good standing
Major Responsibilities
• Work with the Program Committee and other pertinent committees to successfully plan on the annual program and award banquet
• Find a CALA Banquet location
• Conclude a price scheme for the Banquet and refer it to the CALA President
• Solicit gifts for door prizes and sponsors/supporters for the Program and Banquet
• Responsible for local news/media coverage of the Program and Banquet
• Responsible for the Banquet registration
• Report and communicate with the President, Vice President and Executive Director of CALA closely
• Final decisions on announcement, location, price, invited quests is from the CALA President
• Responsible for the design, content and printing of the Banquet Program, including cost
Procedures
• Upkeep a record of business conducted
• Design and negotiate a menu and price for the Banquet with the selected restaurant
• Make a tentative timeline which indicates the various steps of tasks need to be accomplished, e.g. timeline date for finding a location 12-3 months before Banquet], deadline date for Banquet Registration [1 month before the Banquet], time to contact media, time to make announcement, etc.
• Set up a registration procedure, including designating a chief responsible person
Publicity
• Included in Banquet program with entertainment, door prize drawing, and a Master of Ceremony
• Release the Banquet news to CALA members or other library associations, communities via CALA listsery or CALA website, by consultation with CALA President and CALA website master
• Contact various news/media nationally and locally for the announcement of the Program and Banquet
Communication & Consultation
• President
• Vice President (Program Chair)
• Executive Director
• Web Administrator
Timeline
• March
o Begins soliciting door prizes for Annual Program, Selects Restaurant for Annual Banquet, and requests check from Treasurer for Deposit
• April
o Announces Annual Banquet and Ticket Information and deadline for early bird on listsery and website.
• May
o Early bird deadline for Annual Banquet. Cut off date for receiving payment.
o Local Arrangement Committee solicits volunteers to staff booth at annual meeting
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meetings.
Annual: Two weeks before the board meeting at annual conferences
Type
Standing
Charge
Keep an up-to-date membership roster; maintain complete membership records; recruit new members; print and distribute a membership directory annually; take charge of all membership activities.
Composition & Term(s) of Office
Makeup: Shall consist of five members including the Committee chair.
Chair: Appointed by the President for an one year term and
Member: can be reappointed for an consecutive term
• All Committee members appointed for a one-year term and can be reappointed to serve a consecutive term.
• All members should be CALA members in good standing.
• All members have voting privilege
• Chapter membership chairs shall be ex-officio members
Major Responsibilities
• Keep an up-to-date membership roster
• Maintain complete membership records in a database
• Recruit new members
• Print and distribute a membership directory annually
• Take charge of all membership activities.
• Members will need to staff the booth at Diversity Fair during ALA annual meetings.
• Assist the President during Annual Membership Meeting and make current membership list available to Executive Director and President during meeting.
Procedures
• Update the membership application and renewal forms on the CALA website (send changes to webmaster)
• Maintain an up-to-date membership database
• Conduct annual fundraising for membership directory printing
• Print membership directory
• Distribute membership directory
• Inform President, Vice President/President of new members
Special Instruction
• In the past, Membership Committee sells membership name & address labels to vendor for one time use only at $100 per set. The 2006/2007 Executive Board approved that membership committee will no longer sell name labels to protect the privacy and right of our members.
Publicity
• Actively recruit potential members through CALA Listserv and website
Timeline
• July
o Revise both membership application form and renewal form to reflect the correct information
• October
o Call for membership renewal
• December
o Send out a follow-up reminder for membership renewal
• February
o Begin fundraising and locate suitable printer for the directory
• March
o Process membership data for directory printing
• April/May
o Print the directory
• June
o Distribute the directory
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conference.
Type
Standing
Charge
Administer and develop CALA's Mentorship Program
Composition Make-up
The committee should consist of five or more members, including the Committee Chair.
Term(s) of Officer
Chair: The chairperson should be appointed for a one-year term by the President and can be re-appointed for a second consecutive term.
Members: the members should serve a one-year term and can be re-appointed for a second consecutive term.
Major Responsibilities
Procedures
Publicity
Communication & Consultation
Timeline
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conference.
Charge
• Edit, publish, and distribute the newsletter of the Association in accordance with the editorial policies established by the Board;
• Prepare budget request and manage the authorized newsletter budget;
• Serve as an ex-officio member of the Publication Committee;
• Submit semi-annual and annual reports to the Board through the president and the executive director prior to the midwinter and annual meetings.
Committee Composition
• The Board shall appoint a newsletter editor from the membership of the Association for a three-year term. The newsletter editor can be re-appointed for a second consecutive term.
• Newsletter Editor shall be personal member in good standing
History/Purpose
The position of Newsletter Editor was created in 1973 when CALA was established. Since 2000, CALA Newsletter has been published exclusively online.
Publicity
• Send out "Call for Submissions" via CALA listserv.
• Announce the publication of each issue on the CALA listserv and CALA Web.
Communication & Consultation
• Executive Director
• President
• Committee Chairs
Timeline
• July
o Send out "Call for Submissions" for the summer issue.
• September
o Publish the summer issue.
• January
o Send out "Call for Submissions" for the Winter issue.
• February
o Publish the Winter issue.
Report Due Dates
Intermin: Two weeks before the board meeting at mid wintermeeting.
Annual: Two weeks before the board meeting at annual conferences
Type
Standing
Composition & Term(s) of Office
Makeup: Shall consist of three or more members appointed by the President with the advice of the Board.
Chair: Chairperson shall normally be the immediate Past President or a board director appointed by the President in the event that the immediate Past President cannot accept the appointment.
Member: Members shall be drawn from past presidents and chapter presidents. Appointed for a one-year term and cannot serve a consecutive term.
Major Responsibilities
• Shall present to the President a list of nominees, between five and ten, for the five outgoing Board members.
• Shall also submit a slate of one or two nominees for the position of Vice-President/President Elect.
• Shall submit a slate of one or two nominees for each of the positions in the event that the terms of the Treasurer and/or the Executive Director expire or become vacant.
Procedures
• Call for nominations.
• Make sure all nominees are personal members in good standing.
• Seek the consent of each nominee and request for statement for the position.
Publicity
• Post the "Call for Nominations" to CALA members via CALA listserv.
• Shall announce the list of nominees in the CALA Newsletter or CALA Web, whenever possible.
Timeline
• January
o Send out the "Call for Nominations" in January
• February
o Contact the nominees for consent and statements for the positions in February
• March
o Finalize the list of nominees and compile biographies and statements for annual election in March.
• April
o Present to the President the list of nominees in April (at least two months prior to the annual membership meeting).
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conference.
Type
Standing
Charge
Plans, coordinates and delivers a program for the CALA Annual Meeting.
Composition & Term(s) of Office
Makeup: Shall consist of chair and members
Chair: Vice President/President Elect, one year term
Member: One year term, cannot serve a second consecutive term
Major Responsibilities
• Development a theme of the annual program
• Invite speakers for the program
• Publicize Program
Procedures
• In consultation with chair, decide on a program topic that will appear to CALA members
• Secure speakers for the program.
• Handle all publicity for the event.
• Oversee the event.
• Provide list of Speakers to Local Arrangement Committee, to assist speaker and invite speakers to annual banquet.
Publicity
• Send annual program publicity to Webmaster to mount on CALA's website.
• Make Flyers available for CALA Booth
• Send program announcement and flyers to CALA Listsery
Timeline
Two years ahead
• July
o Contact committee members
• August
o Develop a theme for the program
• September
o Solicit speakers
• November
o Finalize speakers
• December
o Submit Progress Report
o Send invitation letters to speaker and specify deadline for reply.
o Inform and communicate with committee members about progress of speakers accepting the invitation
One year ahead
• January
o Prepare program information and finalize speakers Inform Board about theme and speakers of program
• June
o Submit Program Request to ALA
Six months before program
• January
o Prepare publicity and flyers for program to be distributed at ALA Midwinter Meeting Conference
• April
o Make announcement on CALA listsery to promote program
• May
o Remind speakers of location and time and date of program
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conference.
Type
Standing
Charge
Composition & Term(s) of Office
Makeup: Odd number including the chair of the committee
Chair: Appointed for a one-year term and can be re-appointed for a consecutive term
Member: Appointed by the President with the advice of the Board for a staggered two year term and may be re¬appointed for a consecutive term
Major Responsibilities
• Prepare and distribute news releases
• Organize fund raising activities and programs to support the association
• Solicit advertisements for Annual Membership Directory
Communication & Consultation
• Executive Director
• President
• Chairperson of Membership Committee
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conference.
Type
Standing
Charge
Oversees the operations of all CALA publications and coordinates with Journal of Library and Information Science (JLIS), CALA Newsletter, and CALA Web publishing.
Composition & Term(s) of Office
Makeup: The committee members include previous committee chair, current committee chair, three or more committee members.
Chair: Appointed by the CALA President for a one-year term and may be re-appointed for a second term.
Member: Three or more members appointed by the CALA President with the advice of the CALA Board for a one-year term and may be re-appointed for a second term. English Editor of Journal of Library and Information Science (JLIS), and CALA Newsletter Editor as ex officio members
Major Responsibilities
• Recommends a CALA Occasional Papers Series (OPS) Editor to the CALA Board for an appointment.
• Recommends a CALA Occasional Papers Series (OPS) Associate Editor to the CALA Board for an appointment.
• Appoints CALA OPS Editorial Board members (assistant editors) recommended by the CALA OPS Editor.
• Initiates and implements projects and programs related to CALA's publications.
• Advises the CALA Board on issues related to CALA's publications.
• Provides interim and annual reports to the CALA Board.
• The committee chair serves on the English editorial board of JLIS as an ex officio member.
Communication & Consultation
• President
• Executive Director
• Chapter Presidents and standing committee chairs
• Newsletter Editor
• Occasional Papers Series Editor
• Editor for Journal of Library and Information Science
• Web Master
• Appropriate CALA members
Charge
• Represent CALA as an organization to the ALA on diversity issues
• Report news and initiatives of CALA to ALA members or committees
• Share news and activities or programs of other ethnic caucuses or ALA affiliates to CALA members and leaders
• Address concerns or issues as a collective group to ALA members or leaders
Term of Office
Makeup: Odd number including the chair of the committee. The two members are appointed by the presiding president of CALA. This is not specified in Constitution and bylaws of CALA
Chair: Chair is selected and appointed by ALA president.
Member: Term of office according to Constitution and bylaws. Appointed by the President with the advice of the Board
Major Responsibilities
• List goals of the committee by bullets.
• Report on the CALA activities as requested by the Committee. Twice a year.
• Attend the meetings of the Diversity Council Committees; usually Friday afternoons of ALA Midwinter meeting and Saturday afternoons of ALA Annual meeting.
• Attend the CALA's Board meetings and membership meetings and report back of the Diversity Council's goals and activities.
Publicity
• Send out the "Call for Nomination" to CALA members via CALA listserv.
• Shall announce the list of nominees in the CALA Newsletter or CALA Web, whenever possible.
• Write to the CALA newsletter as necessary or required.
Timeline
• January
o Send out "Call for Nomination"
• February
o Contact the nominees for consent and statements for the positions
• March
o Finalize the list of nominees and compile biographies and statements for annual election
• April
o Present to the President the list of nominees (at least two months prior to the annual membership meeting).
• May
o Count ballots with committee members, and announce results
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meetings.
Annual: Two weeks before the board meeting at annual conferences
Type
Standing
Charge
Should determine the winner(s) of the grant recipient(s) and inform the Executive Board of its decision. In case of special circumstances, including but not limited to no award, disputes, and cases involving conflicts of interest, please consult with Sally C. Tseng.
Composition & Term(s) of Office
Makeup: Shall consist of odd number of members, including the chairperson, appointed by the chairperson with the advice of the President.
Chair: Appointed by the President and serve one year term.
Member: Appointed for a one-year term and cannot serve a consecutive term.
Major Responsibilities
• Shall select and recommend a recipient/proposal for the Sally C. Tseng Professional Development Grant accordance with the criteria and guidelines (see attached Professional Development Grant guidelines).
• Shall announce the name of the recipient(s) in the CALA Newsletter and on CALA listsery and website.
Procedures
• Call for proposals.
• Solicit supporting letters.
• Review/evaluate nomination documentations
• Rank the nominees, discuss, and select the winner.
• Present recommendation of the recipient to the President and the Executive Director for forwarding to the Board for approval.
• Ask the Treasurer to prepare check(s) for the grant recipient(s).
Publicity
• Post the "Call for Proposals" on CALA listserv and website.
• Announce the name(s) of the grant recipient in the CALA Newsletter and on CALA listserv and website.
Timeline
•January
o Post the "Call for Nominations"
• March
o Solicit supporting letters
• April
o Review/evaluate nomination documentations
• May
o Present recommendation of the recipient to the President and the Executive Director (allow the Board to act on the recommendation at least 30 days prior to the annual membership meeting).
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conference.
CHARGE
1. To determine the winner(s) of the scholarship award(s).
2. To inform CALA President, Executive Director, and the Board of Directors of the Committee's decision.
TERM(S) OF OFFICE
1. The Committee consists of five (or more) members, including the Committee Chair.
2. The Chair is appointed by CALA President for a one-year term and cannot serve a second consecutive term.
3. All Committee members are appointed for a one-year term only and cannot serve a consecutive term.
MAJOR RESPONSIBILITIES
1. Posts CALA scholarship news releases to the CALA website, listserv, and ALA-accredited library schools in the United States and Canada.
2. Recommends scholarship recipients to CALA President, Executive Director, and the Board for their final approval.
3. Informs recipients of their award status. Ensures that each recipient understands the requirements of the award. Posts announcement of the scholarship recipients to the CALA membership by email and on the CALA website.
4. Forwards the award announcement of each recipient and their contact information to the CALA Executive President for an official press release.
5. Assesses the current application form(s) and guidelines, and makes recommendations to improve the documents if necessary.
6. Forwards the contact information of all scholarship recipients to CALA Mentoring Program Chair for matching the recipients with experienced CALA mentors.
PROCEDURES
1 Updates the application and reference forms on the CALA website to reflect current information.
2 Calls for applications.
3 Makes sure all applicants are currently enrolled full-time students at ALA-accredited library schools.
4 Reviews and evaluates all applications by using a "1-5 point" scale to rate applicants in each category, and adds up the total points.
5 Selects winners and keeps a back-up name in case the winner rejects the award.
6 Ensures that the winners understand all requirements of the awards (Committee may ask the recipient's mentor to explain the requirements). Confirms, via email, that the winner of Amy Seetoo Award is committed to attending the conference.
7 Reports the scholarship recipients to the President, Executive Director, and the Board.
PUBLICITY
1. Posts the scholarship news release to the CALA website.
2. Forwards the news release to all ALA accredited library schools in the U.S. and Canada.
3. Forwards the news release to the ALA Liaison to Ethnic Caucuses for distribution.
COMMUNICATION & CONSULTATION
Members communicate via email or telephone if necessary.
TIMELINE
October
1. Revises application and reference forms on the CALA website, sends final version to CALA President for review/changes/approval.
2. Posts the scholarship news release to the CALA website.
3. Forwards the news release to all ALA accredited library schools in the U.S. and Canada.
4. Forwards the news release to the ALA Liaison to Ethnic Caucuses for distribution.
January/February
Sends out a follow-up reminder for application.
March
Deadline for all application and reference material submissions.
April
Reviews applications.
May
1. Recommends scholarship recipients to CALA President, Executive Director, and the Board for their final approval. Keeps a back-up recipient in case the winner declines the award.
2. Informs recipients of their award status. Confirms recipients' acceptance of the award. Confirms, via email, that the recipient of Amy Seetoo Scholarship is committed to attending the conference. Sends all recipients' names and contact information to the Mentoring Committee Chair for matching them with experienced CALA members to ensure that the recipients/winners understand all requirements. Posts announcement of the scholarship recipients to the CALA membership by email and on the CALA website.
REPORT DUE DATES
1. Interim: Two weeks before the board meeting at mid winter meeting.
2. Annual: Two weeks before the board meeting at annual conference.
Type
Standing
Charge
Assist the Webmaster to develop and refine the Association's websites.
Composition & Term(s) of Office
Makeup: The Web Committee should be made up with the Webmaster and chapter webmasters. The number of members, including the chairperson, shall be an odd number. The exact number of members is to be decided by the president.
Chair: The chairperson is Webmaster, who serves a three- year term and can be reappointed for a second term.
Member: Members of the Web Committee shall be appointed for a staggered two-year term and can be re¬appointed for a consecutive term. Members of the committee shall be personal member in good standing.
History/Purpose
The first web advisory committee was established as an ad hoc committee by the President in 2004. After 3 years, it became a standing committee in 2007.
Major Responsibilities
• Maintenance and development of the CALA Web site.
Communication & Consultation
• President
• Executive Director
• Committee Chairs
Report Due Dates
Interim: Interim report is due in December 31.
Annual: Annual report is due by May 31.
Charge
• Design, edit, and update the information and activities of the Association on the web in accordance with the website policies established by the Board;
• Serve as an ex-officio member of the Publications Committee;
• Chair the Web Committee; and
• Submit semi-annual and annual reports to the Board through the president and the executive director prior to the midwinter and annual meetings.
Composition & Term(s) of Office
Makeup: The Board shall appoint a web master from the membership of the Association for a three-year term. The web master can be re-appointed for a second consecutive term.
History/Purpose
CALA website was first launched in 1995 by Shixing Wen in recognition of the importance of the worldwide web for a professional organization like CALA. As there was no prevision for this position in Constitution or Bylaws, Shixing served as the de facto webmaster for many years. In recent years, many presidents appointed Shixing continuously until the revision of the Constitution and Bylaws in 2007.
Major Responsibilities
• Maintain and update the CALA website.
• Create and maintain news items on the CALA front page.
• Prepare for and administer CALA online election.
• Create CALA annual Conference website.
• Create paid advertisements on CALA Library Job Line.
• Assist chapters and committees in their web needs.
Communication & Consultation
• Executive Director
• President
• Vice-President/Program Committee Chair
• Publication Committee Chair
Report Due Dates
Interim: Two weeks before the board meeting at mid-winter meeting.
Annual: Two weeks before the board meeting at annual conferences
See below:
Goal
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.
Award
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.
Eligible Works
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).
GUIDELINE FOR
CALA'S FUNDRAISING AND DONATIONS DUE TO MAJOR DISASTERS
Revised August 26, 2010
PRELUDE
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/MATERIALS
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.
CALA TREASURER
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.
REPORTS
The Chair of the Taskforce should submit semiannual reports to the President and the Executive Director for the Board. These reports should include:
RECOMMENDATIONS
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)
Scope
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.
2. Budget
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:
Membership rebate
Newsletter and journal mailing
General postage
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: sheilalai@csus.edu.
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 | |
| 8/16/99 | 506 | NE Chapter | Membership | $300.00 | $4805.57 |
(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.
| Readership: | CALA members | |
| Rate: | Black & white full page: | $400 |
| 1/2 page: | $250 | |
| 1/4 page: | $150 | |
This is published annually in print format and circulated only among CALA members.
| Readership: | CALA members | |
| Rate: | Black & white full page: | $400 |
| 1/2 page: | $250 | |
| 1/4 page: | $150 | |
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:
Dear
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
Sincerely yours,
CALA President
[name]
RSVP
[Mailing address]
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
Background
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.
Required
Desired
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:
(Approved by CALA Board on June 10, 2007)
Vision Statement
CALA (Chinese American Librarians Association) will be a leading organization to
provide leadership for the development, promotion, and improvement of library and
information services to Chinese American librarians and American librarians through
networking, communication, and professional development in the United States and
abroad.
Mission Statement
CALA enhances communication among Chinese American librarians and American
librarians, serves as a forum for the discussion of professional concerns and problems,
and promotes the understanding and exchanges among librarians in the U.S. and abroad,
with special emphasis in Asia and Pacific Rim countries.
Goal 1. Strive for Organizational Excellence
Action areas:
Goal 2. Become a Leader in Global Reach Initiatives
Action areas:
Goal 3. Enhance Services to CALA Membership
Action areas:
Goal 4. Provide Educational Opportunities
Action areas:
Goal 5. Advocate for Users of Chinese Heritage, Chinese Culture, and Chinese Language
Action areas:
CALA 2010 Strategic Plan Task Force
Sha Li Zhang, Chair
Harriet Ying
Menxiong Liu
The CALA fact sheet is available in PDF, click here to access it.