Executive Director

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