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A Brief Introduction

Chinese American Librarians Association (CALA) started March 31, 1973 by Dr. Tze-Chung Li and Dorothy Li, 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 is a registered nonprofit organization with 501(c)3 tax exempt status. Currently, CALA has eight chapters as follows: Greater Mid-Atlantic (GMA), Midwest Chapter (MW), Northeast Chapter (NE), Northern California Chapter (NCA), Southern California Chapter (SCA), Southeast Chapter (SE), Southwest Chapter (SW) and Canada Chapter.

About CALA

CALA is an affiliate of American Library Association, IFLA (International Federation of Library Associations Institutions) and JCLC (Joint Council of Librarians of Color)

CALA Brochure English Version (updated May 2021)

CALA 介绍手册 中文版 (更新于2021年5月)

Contact CALA Executive Committee

History and Facts

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.

Chapters

Chapter States Covered
Greater Mid-Atlantic Chapter (GMA) covers 6 states:
Delaware, Maryland, Pennsylvania, Virginia, Washington (DC), West Virginia
Midwest Chapter (MW) covers 13 states:
Illinois, Indiana, Iowa, Kansas, Kentucky, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota, Wisconsin
Northeast Chapter (NE) covers 8 states:
Connecticut, Maine, Massachusetts, New Hampshire, New Jersey, New York, Rhode Island, Vermont
Northern California Chapter (NCA) covers Northern part of California:
north of San Luis Obisbo/Bakersfield
Southern California Chapter (SCA) covers Southern part of California:
south of San Luis Obisbo/Bakersfield
Southeast Chapter (SE) covers 7 states:
Alabama, Florida, Georgia, Mississippi, North Carolina, South Carolina, Tennessee
Southwest Chapter (SW) covers 9 states:
Arizona, Arkansas, Colorado, Louisiana, Nevada, New Mexico, Oklahoma, Texas, Utah
Canadian Chapter (CAN) covers Canada
All Other U.S. States (OUS) covers 7 states:
Alaska, Hawaii, Idaho, Montana, Oregon, Washington (State), Wyoming
Asia-Pacific (AP) Chapter covers Asia-Pacific region

Policies

  • Candidates should reach out to the CALA Executive Committee (EC) by the end of January in the year they seek election if they are running for President within the American Library Association (ALA) and within the International Federation of Library Associations (IFLA).
  • Each person seeking an endorsement for ALA president should send the CALA EC a short biography, political/platform statement, resume/CV and be open to do a virtual interview with all CALA members via an online program like Zoom or Google Meet. All other candidates seeking endorsement for other offices/committees can send a resume/CV and a short biographical statement to the CALA EC.
  • CALA EC will make the decision/vote for endorsement. To gain an endorsement, a candidate must get the majority vote from CALA EC.
  • Endorsements are given out on a voluntary/non-monetary basis and it is not mandatory that an endorsement is given every year. Endorsements are awarded at the discretion of CALA EC. If CALA EC does not find any candidates worthy of a political endorsement, they can decide not to endorse any political candidates in a given year.
  • Generally, CALA EC has only endorsed candidates for ALA President and IFLA President and Governing Board Members. CALA EC is open to endorsing candidates running for other types of library/information science/archives-related offices, excluding CALA election, union elections and cases where people in academic positions seek individual tenure.
  • If anyone seeking an endorsement is (1) part of the CALA EC, or (2) have conflict of interest with any of the candidates (relative, romantic or business partner, supervisor/employee, etc.),  that person must recuse themselves from the endorsement discussion and vote.
  • Any other non-library/information science/archive related political offices (such as state and municipal government races, Board of Education, academic tenure, etc.) or political offices related to our fellow national associations of librarians of color (the Black Caucus of the American Librarians Association/BCALA; REFORMA: The National Association to Promote Library & Information Services to Latinos and the Spanish Speaking; the Asian/Pacific American Librarians Association; the American Indian Library Association/AILA) and/or the Joint Council of Librarians of Color (JCLC), will not be under consideration for CALA endorsement.
  • It is not mandatory for political candidates to be CALA members to seek the organizations’ endorsement, however membership and service to the organization would be seen favorably.
  • Once the CALA EC gets the names of political candidates who are running for office and seeking CALA endorsement, the CALA President will verify  the list of names  with  the CALA Membership Committee to confirm membership status of the candidates.
  • Endorsement will be a public statement of support from CALA via a press release that will be posted on the CALA website and social media channels. There are no monetary campaign contributions or volunteer campaign work associated with an endorsement. CALA EC will write and publish the press release.
  • Individual CALA members who wish to contribute their own volunteer time and funds to a political campaign may do so as long as they do not imply they are acting as an official representative/or on behalf of CALA.
  • Ideally, CALA EC will make their political endorsement announcement by the end of February or early March for the ALA presidential race. Announcements of endorsement for other political offices will be determined by CALA EC depending on the election timeline of the other political races.

Minimum candidate standard requirements:

  • Be running for office within the American Library Association or related affiliates. Other library/information science/archive-related political elections would be considered on a case-by-case basis.
  • Agree with CALA’s mission and vision and candidates must state how they are supporting/doing the work in their candidate statement and interview.
  • Demonstrate commitment/support for the Chinese and Chinese American communities and Asian American and  Pacific Islander communities at large. Candidates do not necessarily have to be of Chinese heritage.
  • Demonstrate commitment/support for diversity at large within the library/ information science/archives profession.
  • For candidates seeking ALA presidential office, they must demonstrate a strong background  of  leadership and management experience.
  • Demonstrate integrity, character and good communication skills.
  • Active volunteering/involvement in other library/information science/archives-related groups or civic and community organizations, or diverse/multicultural institutions or organizations will be looked at favorably.

Approved April 3, 2018, by the Board of Directors

Last Updated: May 19, 2023

PURPOSE

The goal of this CALA Code of Conduct is to establish a culture of professional, courteous, respectful, and inclusive communication among all participants on all online platforms including social media (Twitter, Facebook, WeChat, YouTube, and LinkedIn) used by CALA. We are each responsible for the content we post on these platforms. (This Code of Conduct complements the ALA Virtual Meeting Code of Conduct, which applies to professional conferences and meetings held by ALA.) CALA also has a Listserv Policy, see here

RULES

Harassment is unacceptable and includes, though is not limited to, comments, non-verbal expressions, or imagery that demeans or disparages a person or group based on:

  • race, ethnicity, or native language
  • sex, gender, gender identity or expression
  • language
  • sexual orientation
  • physical or mental disability
  • physical appearance, body size, or presentation
  • age
  • religious or political beliefs, including lack of religious beliefs
  • marital or family status
  • nationality, citizenship status, or geographic location
  • employment or military status
  • socioeconomic status

Posts featuring sexual, violent, or discriminatory content are prohibited.

Intimidation, stalking, sustained disruption, inappropriate physical or virtual contact, or unwelcome attention, including sexual attention are not permitted.

Respect intellectual property and give credit where it is due. It is the user’s responsibility to obtain permission for any material they post that is not their own. Please include copyright notices where appropriate, ask for creator information where unknown, and be prepared to include credits if they are found after you post.

No endorsement or any promotion of any local, state, or federal candidates for political office is allowed. Neither is encouraging boycotts. These limits are because of IRS restrictions for tax-exempt organizations; detailed information can be found on the ALA Legal Framework page.

Promotion of paid products, events, or services not initiated by the Chinese American Librarians Association is not allowed. CALA is an affiliate of the American Library Association (ALA) and follows ALA practices. We encourage the sharing of nonpaid opportunities that may benefit the community. However, we ask that you do not spam. Be conscious of the number of times that you share the same opportunity and be thoughtful of the number of communities where this information is shared. When sharing your opportunity, we ask that you not just aim for reach within our community but also seek to ensure that your opportunity matches the specific needs of that community’s members.

Post as yourself. Do not impersonate any other people or entities that you are not affiliated with.

GUIDELINES 

Foster useful and dynamic discussions and engage in a respectful dialogue. Accept critique and offer it constructively; approach discussions with an open mind and be willing to learn. Thousands of people may eventually see the messages you post, which may stay online in perpetuity and be seen by colleagues, employers, and patrons alike.

Respect freedom of expression. We encourage spirited discussion and debate. Disagreeing with an idea is different from attacking an individual, especially since discussion topics can sometimes be challenging. We encourage genuine inquiry that can build trusting relationships and a safe, respectful, and supportive environment, even in times of complex change. Every member is on an individual journey of education and understanding, and should communicate candidly and respectfully about difficult topics. Be willing to acknowledge privileges and to learn from the community.

Consider and take responsibility for the impact of communications. Impact matters more than intent, especially when the absence of nonverbal cues or voice tone means that statements (humor in particular) can easily be interpreted as aggressive or negative.

Listen as much as you share and remember that other participants may have expertise you are unaware of. Make sure conversations are inclusive, and practice active listening.

When you see content that is problematic, you may address it either publicly or privately. Acknowledge that your response is part of a respectful discussion. Pointing out factually erroneous or offensive comments keeps the space safe and helps build a stronger community. These are opportunities to educate – and to learn. In addition, if conversations continue and become out of scope or topic, please take the conversation offline. 

Speak from your own experience and avoid making generalizations. If you’re not sure whether something is correct, you can ask the community for resources.

Respect other people's pronouns – often seen in their profile or signature – preferred names, and forms of address. Consider using gender-neutral collective nouns/pronouns when addressing groups. For example, try “everyone” or “folks” instead of “guys.”

Share inspiring content. You are encouraged to share content that uplifts and explores the profession. For instance, news stories about events, examples of successful library programming, and strategies for troubleshooting are appreciated.

WHERE TO GO FOR HELP

If you think you have seen activity that violates the letter or the spirit of this Code of Conduct, please alert our CALA social media subcommittee at smedia@calaweb.org or CALA Executive Committee: exc@cala-web.org or members of the CALA Executive Committee directly. 

Anonymous reports are allowed. Please note that anonymous reporting may limit moderators’ ability to fully respond to conflicts, particularly if it prevents follow-up. 

WHAT TO EXPECT WHEN REPORTING

Moderators will reach out to both the user reporting the incident and the user reported upon, but confidentiality may prevent moderators from sharing details of an issue’s resolution. Moderators may delete content that violates the Code of Conduct and in extreme cases may temporarily suspend access for violators prior to making a decision about an incident. The severity of the offense will dictate the ramifications including full suspension from a platform or platforms.

The Code of Conduct will be used equitably. Different situations will require different resolutions; moderators will give significant weight to context and impact when making decisions. They will strive to prioritize accountability and depending on the wishes of the individuals involved in an incident. If violators are suspended, the length of the suspension will be clearly described in writing.

Anyone involved in an incident may appeal a decision by sending an email to the CALA Executive Committee: exc@cala-web.org. Appeals must be submitted within 60 days of the date the moderators’ decision was communicated, and must describe the reason for the appeal and why the decision should be changed. The CALA Executive Committee will oversee the appeal process.

*Adapted from ALA Code of Conduct

Approved August 2, 2017, by the Board of Directors

CALA Endowment Fund is to secure CALA and its future operation. The CALA $100,000 endowment fund will be invested into a carefully selected mutual fund approved by EC and Board. In any good year, 5% of the earnings will be reinvested into the principal. The 5% reinvestment to the principal is to keep the fund with the inflation and with the fluctuation of the market, especially for any year that has a downside. The remaining earnings can be used for operation or scholarship use. This is recommended according to literature regarding endowment funds managed by non-profit organization. The bank should be instructed to return the 5% of the earnings into the principal and the remaining earnings into a separate account. This account can be cash reserve or the same mutual fund.

First adopted February 10, 2018, by the Board of Directors

Amended June 24, 2018, by the Board of Directors

The Chinese American Librarians Association (CALA, https://cala-web.org), a non-profit organization with 501(c)3 tax exempt status, recognizes the importance of maintaining a healthy status both strategically and financially. This policy establishes a general investment guideline for the relevant endowment funds that are used to support CALA’s operational and awarding activities.

The Board of Directors has a direct oversight role regarding all decisions that impact CALA’s organizational funds. The Executive Committee of the Board of Directors (EC) is entitled by the CALA Constitution to possess all authority of the Board to act between board meetings, except with respect to the following three matters – (1) actions requiring general membership approval, (2) amendment or repeal of any portion of the Bylaws, and (3) amendment of any resolution of the Board unless so authorized by the Board. EC has the delegated supervisory responsibility for the management of CALA funds.

In accordance with CALA’s understanding and support of Uniform Prudent Management of Institutional Funds Act[1] (UPMIFA), investment decisions must be considered along with the status and mandate of CALA. The investments will preserve the purchasing power of the principal of the endowment funds in the future.  The Executive Committee shall manage and invest CALA’s funds in good faith and with the care that an ordinarily prudent body in a like position would exercise under similar circumstances. In making decisions relative to the investment of organizational funds, each of the following factors must be considered:

  1. general economic conditions;
  2. possible effect of inflation or deflation;
  3. expected tax consequences, if any, of investment decisions or strategies;
  4. diversified portfolio of investment options;
  5. expected total return from the income and appreciation of investments;
  6. the needs of the organization and the fund to make distributions and preserve capital; and,
  7. an asset’s special relationship or special value, if any, to the organization’s purposes.

For each decision to do with appropriate organizational funds for investment or expenditure, a written approval record by the EC and Board of Directors shall be kept and maintained describing the investment proposal, discussion, and the voting results, including voting members and date.


[1] Uniform Prodent Management of Institutional Funds Act, retrieved from http://www.uniformlaws.org/shared/docs/prudent%20mgt%20of%20institutiona...

Approved April 3, 2018, by the Board of Directors

When any such interest become relevant to any subject requiring action by the Board of Directors or any of its committees, the Board member having a conflict shall call it to the attention of the Board or the committees. The Board member shall not vote on the subject in which the member has a conflict of interest; shall not use personal influence; and in those cases where the quorum of the meeting is called for the purpose of voting on the subject has not been established, the Board member shall not be counted.

If excluded from voting because of a conflict of interest, the Board member will be required to briefly state the nature of the conflict, and may be requested to answer pertinent questions of other Board members when that Board member’s knowledge of the subject will assist the Board or any of its committees. The Board may request that a Board member thus excluded from voting on a subject leave the meeting temporarily while the subject is debated and voted upon. The minutes of the meeting shall reflect that a disclosure was made, that the Board member who stated a conflict of interest did abstain from voting, and, in those cases where the quorum was not already established, that the Board member was not counted in determining the quorum.

Unless specified excluded by an award, election, or grant, all members defined under “eligibility” shall be permitted to apply. If nominated as a candidate, a voting member should recuse oneself following aforementioned protocols.

In addition, if any Board member, who by reason of his or her institutional affiliation or any other pertinent matter, anticipates that in the future certain issues to be placed before the Board may place him or her in a position of conflict of interest, the Board member shall disclose such conflict in writing to the Board and make it a matter of record.

Revised on August 11, 2020

  1. CALA Donation Acceptance Policy

The Chinese American Librarians Association (CALA, https://cala-web.org), a non-profit organization with 501(c)3 tax exempt status, appreciates the valuable donations made by CALA members and supporters in developing CALA as an organization and enhancing members’ professional growth and development in the short- and long-terms.

As CALA has demonstrated in its remarkable history of  47 years, income from monetary donations represents an important and growing source of funding for the association. As such, the establishment of donation funds should reflect and be driven by the strategic priorities of CALA defined by the CALA Strategic Plan (2020-2025) and support CALA programs and services. CALA has the responsibility to properly manage and use donated funds as intended by the donors, and to report to donors or designated contacts on the impact of their donations within CALA and the Library and Information Science (LIS) field.

This policy pertains to CALA. The purpose of this donation acceptance and management policy is to govern CALA’s acceptance of donations and manage donors’ expectations. The policy provides guidance to donors and their professional advisors in completing donations. It also provides guidance to the CALA Board, the Fundraising/Public Relations Committee, the Finance Committee, gift fund award committees, and CALA members. 

Donors are advised to follow the policy and seek independent legal or tax counsel when making a donation to CALA. CALA may engage legal or tax counsel to assist with the donation as needed and appropriate.

General Policy and Guidelines

Acceptance of donations is based on the relevance and consistency with the purpose and mission of CALA (https://cala-web.org), CALA Constitution (https://cala-web.org/constitution), and CALA Bylaws (https://cala-web.org/bylaws). Donations which are contrary to or beyond the scope of CALA’s mission and purpose will be rejected.  CALA reserves the sole and absolute right to determine whether to accept or reject a donation.

All donations to CALA, once established and received, are irrevocable and non-transferrable, and become the property of CALA, and will be administered by CALA.

Generally, CALA accepts two categories of cash or check donations:

  1. Current Use Fund: A donor may make donations to CALA and the fund will be used until it's exhausted. The fund may be an unrestricted, allowing CALA the flexibility to support its most pressing and strategic needs, or it may be restricted to meet the donor's specific intent. The donor may also choose to designate donations to an existing fund.  Currently CALA has the following active funds:
  • CALA Caring and Loving Fund
  • Dr. Tze-Chung Li's Student Membership Scholarship
  • Huang Tso-ping and Wu Yao-yu Research and Scholarships
  • Huang Tso-ping and Wu Yao-yu Scholarship Memorial Fund
  • Jing Liao Award for Best Research
  • Lisa Zhao Scholarship Fund
  • Sally C. Tseng Profession Development Grant
  • Sheila Suen Lai Scholarship of Library & Info ScienceSheila Suen Lai Research Grant Award
  • Outstanding Library Leadership Award in Memory of Dr. Margaret Chang Fung

In order to establish a named fund, the minimal is $10,000 (USD). Please consult the web page of CALA Donations and Contributions (https://cala-web.org/donate).  Unless specifically directed otherwise, donations shall be regarded as unrestricted.  CALA reserves the right to establish additional funds, fund/donation agreements, or donation restrictions on a per-donation basis.

(2) Endowment Fund: Endowment Fund donations are contributions with donor-specified restrictions that the principal be invested in perpetuity (subject to certain limitations).  In addition, income (e.g., interest, dividend) from those investments may also be restricted by donors (see reference at https://cala-web.org/endowment-fund-policy).

CALA requires a minimum $50,000 (USD) gift from a donor to establish an endowment fund. The donation can be phased in multiple years. The endowment funds may be named in honor or in memory of individual(s) as determined by the donor, in consultation with the CALA President and the CALA Executive Director.

The endowment fund would adhere to the outlined purpose provided by the donor, or as prescribed in an applicable endowment fund agreement. To ensure that the donor’s intent is met and the use can be administered, the CALA President and the CALA Executive Director must work alongside the donor to prepare a fund agreement that will govern the endowment.  The agreement shall govern CALA and shall be consistent with CALA’s Constitution and Bylaws. The agreement shall also be governed by and interpreted in accordance with all applicable Federal and state laws.  The agreement shall be reviewed and approved by the CALA Executive Committee of the Board, and signed by the donor, the CALA President and the CALA Executive Director.

An endowment fund will not be in effect until a fully executed fund agreement is in place and the following conditions are met:  CALA has the entire amount of the endowment in hand and available for support for the purpose designated in the gift agreement.

Notwithstanding anything herein to the contrary, the following guidelines shall apply to all endowment funds and endowment fund agreements.  Until the fund balance reaches the minimum funding level of $50,000 (USD), the spending allowance will be reinvested into principal (fund balance).  The “fund balance" or "principal" represents the funds originally gifted by the donor, adjusted by any capital appreciation or depreciation, and it may also include some permanently reinvested income. The market value is also referred to as "net asset value"; it represents the value of the individual fund's investment in the designated funds at a specified date (see reference at https://www.councilofnonprofits.org/tools-resources/endowments). Upon request, the CALA Treasurer, informing the CALA Executive Committee of the Board and the CALA Board, will prepare an annual statement of endowment fund activity and growth for the donor and/or designated contact person. The Treasurer will also prepare an annual budget for the related gift fund committees, informing the CALA Executive Committee of the Board and the CALA Board.

Any changes and updates to the endowed gift fund purpose or designation will require an amendment to the original governing document, signed by CALA president and executive director on behalf of CALA EC and the donor or the donor's representative or successor in interest.

CALA adheres to ethical standards and adopts the Model Standards of Practice for the Charitable Planner (https://charitablegiftplanners.org/standards/model-standards-practice-charitable-gift-planner- promoted by the National Association of Charitable Gift Planners).

The Donation Acceptance and Management Policy will be reviewed by the CALA Board annually to determine if any amendments are needed to reflect changes in law and/or CALA and to address new situations not previously addressed by the policy.

Acknowledgments

With respect to Endowment Fund gifts, Donors can expect the following from CALA:

  • A letter of acknowledgement will be addressed to the donor by the CALA President and the CALA Executive Director in a timely fashion.
  • The donor(s) can expect to receive direct communication from the CALA President, the CALA Executive Director and the CALA Treasurer regarding use and impact of the endowed gift funds.
  • All endowment fund donors will be acknowledged in CALA’s social media channels, printed materials including the newsletter.

 Donations and Tax Benefits

The CALA Treasurer sends the tax receipts for donations.  Tax forms and guidelines can be found at the Internal Revenue Service website. The following publication may prove useful:  IRS Publication 526, Charitable Contributions (https://www.irs.gov/pub/irs-pdf/p526.pdf).

 Giving to CALA

CALA sincerely thanks donors for their interest in giving to and supporting CALA. There are two convenient ways to make a monetary gift.

Online

Please find instructions for Donations and Contributions, and the CALA Donation Form at https://cala-web.org/donate.

By Mail

Make your check payable to “CALA” and mail it to the CALA Treasurer (Please visit Contact Us page for current address at https://cala-web.org/contact-us).

Please write your specific instruction in the memo line and/or attach a letter of instruction.

 Contact Information

For more information on monetary giving, please get in touch with the CALA Public Relations/Fundraising Committee Chair, the CALA President or the CALA Executive Director at donation@cala-web.org.

  1. CALA Donation Management Policy

A gift fund donated to CALA will be invested in a prudent and diversified manner to produce a reasonable total annual return, with the assistance of a qualified investment advisor, and with approval from the Board of Directors of CALA.  The fund may be commingled with other CALA investments for investment purposes, but CALA shall maintain in its books a separate record showing the individual fund’s proportionate share of gain, loss, income, and expenses, including common investment expenses such as a proportionate share of any advisor fees and other investment expenses.  CALA shall keep the donor advised of the investment performance of the fund, not less than annually, at the donor’s request. 

The CALA award committee for a gift fund has no role in the gift fund management, but will be kept informed by the CALA Treasurer of the fund balance and the available amount of the award upon request. The donor may serve on the award committee as an Ex Officio who cannot vote or make decisions on the award. The donor will be kept informed by the award committee about the award selection process.

Revised on September 13, 2021

The Chinese American Librarians Association (CALA,https://cala-web.org), a non-profit organization with 501(c)3 tax exempt status aims to support CALA members and supporters in developing CALA as an organization and enhancing members’ professional growth and development in the short- and long-terms.

The purpose of this donation-giving /sponsorship policy is to govern CALA’s donating/sponsorship process.  The policy provides guidance to CALA when it comes to donating or sponsoring for specific or general causes. It also provides guidance to the CALA Board, the Fundraising/Public Relations Committee, and CALA members.

Not to be confused with the CALADonation Acceptance and Management Policy, this policy focuses on external requests for CALA’s monetary donations or sponsorships on non-CALA activities.</span>

General Policy and Guidelines

  1. All requests for CALA to donate or to sponsor a non-CALA activity will be discussed and voted on by the  CALA Executive Committee (EC). 

  2. CALA Chapters and its leadership can decide to donate/sponsor independently from CALA EC. If a Chapter has decided to sponsor or donate to a request, CALA EC is not required to donate/sponsor the same request in order to avoid duplications. 

  3. Requests can be specific or general causes/sponsorships (e.g. ALA Emerging Leaders Program or JCLC conferences)

  4. Requests should connect to CALA’s mission, values, and support its members

  5. Requests must be free of conflict of interest. (e.g. According to ALA, “a conflict of interest involves circumstances where an individual's professional actions or decisions at the [association] could be influenced by considerations of personal gain, usually of a financial nature, as a result of interests outside their [association] responsibilities.”)

  6. Requests should be related to the library and information sciences (LIS) profession. 

  7. Once a decision has been made, CALA EC will inform all parties involved. At any point, CALA can rescind its decision to donate or to sponsor

  1. Items that can be included on the agenda of a CALA Board meeting include: (a) reports on significant events or activities, (b) discussion items which may or may not result in offers of main motion, (c) formal main motions, and (d) resolutions.
  2. Between the board meetings at CALA Mid-Winter and Annual conferences, the originator of the item may request it to be dealt with by the board via email.
  3. Items to be included on the agenda of a board meeting or via email conduct must be submitted to the Executive Director, with copy to the President, at least two weeks before the board meeting at which the item is intended to be dealt with.
  4. Requests for item inclusion to the board meeting agenda may come from any eligible member of the board, or a committee chair to whose committee the item is related.

The Process of Dealing with an Item by the Board

  1. The Secretary of the Board is responsible to (a) ensure that complete information is received, (b) submit the request to the Chair of the Board (the President), (c) record the proceeding of the business, (d) tally votes.
  2. The Chair of the Board is the only person who has the authority to initiate the process of dealing with the item. The Chair is responsible to (a) inform the Board a pending item to be dealt with, (b) keep proper business conducts during the process, and (c) declare the final decision on the pending item at closure.

When Conducting Business via Email, Board Members Must:

  1. Wait for the Chair to initiate the process of dealing with a pending item.
  2. Participate in discussion by checking emails at least every other day, and responding to emails within 72 hours unless the member notifies the secretary in advance of alternative methods of keeping informed.
  3. Vote only upon the Chair's call to the question.
  4. Vote by forwarding the voting message to the Secretary's personal email, not to the CALABOARD discussion list.

(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.

  1. Financial transaction ledger: It shows each and every transaction that occurs in an account. It lists in columns by date, check number, payee/payer, description, payment amount, clear, deposit amount, and balance. It is used to compare with the bank monthly statement to ensure that the two have exactly the same ending balance and to check off on the ledger all transactions that have been posted in the bank monthly statement.
    An example of financial transaction ledger is included in Appendix A.
  2. Revenue and expense statement: It gives income and expense amounts arranged in categories within a particular period of time. An example of a revenue and expense statement is included in Appendix B.
  3. Balance sheet: It shows the Association's financial status (i.e., asset and liability). It is called a balance sheet because the net total of assets shall always be exactly the same as that of liabilities. A balance sheet shall be done at the end of the financial reporting year.
    An example of a balance sheet is included in Appendix C.

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.

 


Appendix A: Example of Financial Transaction Ledger

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

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:

  • To promote Sino-American librarianship and library services in the United States and the exchange with China.
  • To provide a vehicle whereby Chinese American librarians may cooperate with other associations or organizations having similar interests.

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:

  • Earthquakes (magnitudes of 7.0 in the Richter scale and up)
  • Floods (including on the Saffir-Simpson Scale Category 5, super typhoons at 10 or higher degrees, snow-storms, and tsunamis)
  • Wildfires.

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:

  • The list of donors and the total amount of money received for the purpose.
  • The distribution of the donation when available.
  • The response from the counterpart Library Association.
  • An assessment of the project at the end of the task.

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.

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

  • The representative shall be a CALA member in good standing.
  • The representative satisfied IFLA requirements for nomination to an IFLA standing committee.
  • The representative should have a knowledge of at least one working language of IFLA (English is a working language) and should have reasonable expectation of attending meetings of the standing committee without cost to IFLA.
  • If appointed, the CALA representative must fully participate in the IFLA committee’s annual meetings and conferences. A timely report must be submitted to CALA IRC and CALA Newsletter for broad dissemination.
  • If the appointed individual is not able to serve the committee capacity, CALA IRC will recommend other individuals to the CALA Board to fill in the gap.

Desired

The following are not listed in priority order. They are meant merely to provide general guidance.

  • Should be fully conversant with the theories underlying the area in question.
  • Should have been engaged in operations or activities in the area concerned for a substantial period of time.
  • As appropriate to the assignment, should have had experience with national or international standard-setting activities.
  • Should be articulate and persuasive.
  • Should possess demonstrated abilities in leadership and in dealing with people tactfully.
Documentation supporting a candidate for an IFLA Standing Committee
The candidate should submit the following to the CALA IRC:
  • A C.V. and a letter describing why the individual's qualifications make him/her a good choice for serving on the appropriate committee, and sample reports from the individual for the past professional events.
  • Statement of acceptance

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 statement of the nominee that he/she accepts the nomination;
  • A statement by the nominee that he/she can fulfill the working language and travel requirements

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).

(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]

Committees and Officers