Meeting I Minutes 6-28-2010

Chinese
American Librarians Association

CALA Board (2010-2011)
Meeting I Minutes

6-28-2010 Monday 8:00-10:00 a.m.
Granf Hyatt Washington - Independence
G-I
Washington, D.C.

Board of Directors present:  Zhijia Shen, Haipeng Li, Xudong
Jin, Min Chou, Esther
Lee, Songqian Lu, Hong
Miao, Karen Wei, Lisa Zhao, Liana Zhou, Maria Fung, Yi Liang, Manual Urrizola, Nancy
Hershoff, Joy Wang

Absence
Requested & Approved
:
Vincci Kwong, , Bin Zhang, Jen-chien
Yu, Dajin Sun, Hong Xu, Haiwang Yuan, Guoqing Li, Mengxiong Liu

Absent: Jianye
He, Ming-sun Poon, Ning Zou, Lina Ding, Min Tong, Irene Ke

CALA Immediate Past President, Xudong Jin, opened the meeting at
7:15 am.  Quorum for the Board meeting was reached.

I.                  
Transition of CALA Presidency

The firs item was the transition of the CALA presidency and
inauguration of new officers and new Board members. CALA Immediate
Past President, Xudong Jin, passed on the CALA seal to Zhijia Shen, for the
transition. Zhijia Shen then took over the presiding over the meeting and
thanked the Local Arrangement Committee and the immediate past president for
their work on the banquet on Sunday.

II         Self
introductions

Self introductions
were conducted.

III.       Approval of Agenda:

One agenda was added to the Sally Tseng's grant Committee that funds raised from 2008 and 2010 for the
grant be allocated to support a seminar/seminars to help with the training of
the disaster area librarians in China; Liana Zhou also requested that the
agenda on the Strategic Plan be moved earlier on the agenda since she had to
leave early for another event.

Approval of the agenda with the changes was conducted and approved
unanimously.

IV.       President's Report

As CALA's new president, Zhijia
Shen laid out her plan for the new year. 
She expressed her appreciation to the Election Committee, the
Constitution & Bylaws Taskforce and others for their hard work. She also
indicated her goal for the coming year would be to strive for excellence by
involving more members and providing them with more opportunities.

V.               
Executive Director's Report

Haipeng Li welcomed all new officers and Board members. He
reiterated that as an organization how important it was to follow the CALA
constitution, bylaws, rules and procedures, which he hoped all Board members
and officers will follow closely.

VI.       Old Business

A.   
Strategic Planning
Document

Liana Zhou, Chair of the Strategic Planning Taskforce, reported on
the work from the Taskforce, explained the process of the draft of the
document, and welcomed input from members. She
indicated that the current document is still a working document. Since there
are several recommendations from the Taskforce, a suggestion was made to
approve the document in spirit and recognize that this was still a working
document yet to be finalized. Liana Zhou
moved that the Board approve the document in spirit and recognize the work of
the Taskforce
, which was seconded by Manuel Urrizola. Voting was called and
approval was unanimous. The Board praised the work of the Taskforce and asked
the current chair and members of the Taskforce to continue the work.

B.    
Sally Tseng's Grant Committee
Esther
Lee, Co-Chair of the Sally Tseng's Grant Committee,
restated the recommendation from the committee that funds raised from 2008 and 2010 for the Sally Tseng's Grant be allocated to support a seminar/seminars to help with the
training of the disaster area librarians in China
. Discussions were
held. Haipeng Li provided some background information: this issue was raised by
the library directors in China
after the Sichuan
earthquake. Sally Tseng, donor of the grant, Haipeng Li and Sha Li Zhang had
several discussions with the library director of Sichuan Provincial Library,
Mr. Wang Jialing. All agreed it was an excellent idea but it would not be able
to move forward without some type of funding. Esther indicated that Sally
suggested to the committee this idea which was supported by the committee. Most
Board members also agreed this would be a meaningful project to take on and
asked the Sally Tseng's Grant committee to take on this project.
Esther amended the motion that funds
raised from 2008 and 2010 for the Sally Tseng
's Grant
be allocated to support a seminar/seminars to help with the training of the
disaster area librarians in China and have the Sally Tseng's G
rant Committee be
responsible for the operation of the project
. Maria Fund seconded the amendment.
Voting was conducted. All votes were YES except for one No vote. The motion carries.

C.    
Guidelines on
Donations

Lisa reported on the work of the Taskforce and explained how the
document came about. Some questions were raised regarding the geographic areas
where donations should go. Some Board members felt that the scope should be
broad and not limiting. Haipeng Li amended the Taskforce's motion with the aim statement to read:

Amendment: The aim of
the specific fundraising and donations due to major  disasters is to aid in alleviating the
catastrophic damage to libraries and librarians affected, particularly those in
areas of China and the United States.

The Amendment was seconded by Manuel Urrizola. Voting was called
and approval was unanimous.

D.   
Taskforce on Rebuilding
Libraries in 512 Earthquake Areas in China

The Taskforce recommends that since the
charges for the Taskforce had been successfully completed, the Taskforce
on Rebuilding Libraries in 512 Earthquake Areas in China be dissolved
. Voting was called and it
was approved unanimously. The Board thanked Chair of the Taskforce, Sally Tseng
and members for their hard work.

E.   Taskforce
of Reviewing Bylaws on Nomination and Election Process
Discussions around whether to change the CALA
bylaws were held. Board members felt that it would be wise to keep the bylaws
unchanged due to specific situations, but rather focus on improving the
guidelines for specific tasks. It would be an overkill to change the bylaws
because of one or two particular situations. For the nominating guidelines, it
was suggested that it would be a good idea to try to get more than one but no
more than three for officer positions. Manuel Urrizola moved to
reexamine and establish, if not present, the nominating guidelines and
procedures for the nominating committee,
which was seconded by Hong
Miao.

      Since the charges for the Taskforce had been
completed, the Taskforce recommends that the Taskforce of Reviewing Bylaws on
Nomination and Election Process be dissolved and the remaining work will be
taken on by the new Constitution & Bylaws Committee. Manuel Urrizola
moved to dissolve the Taskforce, seconded by Lisa Zhao.
Voting was called and it
was approved unanimously. The Board thanked Chair of the Taskforce, Zhijia Shen
and members for their hard work.

VI.            
It was
past 10:00 am and the Board decided to extend the meeting by half an hour.

VII.     The
new treasurer Songqian Lu raised some concerns regarding the transition of the
treasurer position and the amount of time allowed for her to feel comfortable to
be able to function in the new position. She also raised the issue of CALA's
filing of taxes for the past two year, which was raised by a CALA member who is
a law librarian and expressed the seriousness of not filing for a non-profit
organization. The Board realized the seriousness of this matter and Zhijia Shen
asked Haipeng Li, the Executive Director, to contact Shuyong Jiang regarding
the following:

1.      Shuyong Jiang help produce an inventory of
the two bags of files she gave Songqian in D.C.

2.      Whether or not taxes had been filed for the
past two years;

3.      If travel grant checks had been issued to
awardees.

Haipeng agreed to contact Shuyong
Jiang for the information.

 

VIII.    The meeting was adjourned
at 10:45 am.

 

Haipeng
Li
Respectfully Submitted
7-10-2010