CALA Membership Application Form

To apply for membership for CALA, fill out and submit the form below. If you have any question, please contact Elaine Dong at edong@uark.edu.

Note: 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.

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Membership Category: select...Regular Membership ($30)Student Membership ($15)Non-salaried Membership ($15)Overseas Membership ($15)Life Membership ($300)Institutional Membership ($100)Affiliated Membership ($100)

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CALA Membership Application Form (Print version)

Please download, fill in, and send the form to:
Elaine Dong
Cataloging Dept.
University of Arkansas Libraries
365 N. Mcllroy Ave.
Fayetteville, Arkansas 72701-4002
U.S.A.

CALA Membership Application Form [ MS Word ]

If you have any question, please contact Elaine Dong at edong@uark.edu.

Note: 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.

CALA Membership Update Form

This form is for updating personal information for CALA member.

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Membership Online Payment Form

CALA Committee Volunteer Form

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.

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Article I. Name

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).

Article II. Objectives

The objectives of the Association shall be:

1. To enhance communication among Chinese American librarians as well as between Chinese American librarians and other librarians;
2. To serve as a forum for discussion of mutual problems and professional concerns among Chinese American librarians;
3. To promote Sino-American librarianship and library services; and
4. To provide a vehicle whereby Chinese American librarians may cooperate with other associations and organizations having similar or allied interests.

Article III. Membership

Any individual or corporate body interested in the purpose of the Association may become a member upon payment of the dues as provided for in the Bylaws.

Article IV. Official Year

The fiscal and membership year of the Association shall begin on the first day of January and end on the last day of December. The terms of office for all elected and appointed officers, as specified in Article VI of the Constitution, will commence at the first meeting of the Board of Directors held after the annual membership meeting, and shall continue until each of their specific terms of office expires.

Article V. Board of Directors

 

Section 1. Make-up of the Board of Directors

1. The Board of Directors shall consist of the president; vice president/president elect; incoming vice president/president elect for the following year, hereafter referred to as the incoming vice president/president elect; treasurer; executive director; immediate past president; fifteen at-large directors; and all chapter presidents.
2. The president, vice president/president elect, incoming vice president/president elect, treasurer, immediate past president, executive director, and chapter presidents shall serve on the Board of Directors during their respective terms of office.
3. The at-large directors shall each serve a three-year term. Their terms shall be staggered so that one-third of the directors shall be elected each year.
4. The nomination of directors shall take into consideration the geographical representation.

 

Section 2. Powers of the Board

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.

 

Section 3. Board Meetings

1. There shall be at least two regular meetings of the Board each year.
2. At any regular or special board meeting, the presence of a simple majority of the members of the Board shall constitute a quorum.

Section 4. Executive Committee

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:

1. actions requiring general membership approval
2. amendment or repeal of any portion of the Bylaws
3. amendment of any resolution of the Board unless so authorized by the Board

 

Article VI. Officers

 

Section 1. Elected Officers

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.

Section 2. Appointed Officers

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.

1. Journal Editor. The Board shall appoint a journal editor from the membership of the Association for a three-year term. The journal editor can be re-appointed for a second consecutive term.
2. Newsletter Editor. 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.
3. Web Master. 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.
4. Committee Chairpersons. The president, with the advice of the Board, shall appoint all chairpersons of standing committees. The existing standing committees are (1) the Awards Committee, (2) the Conference Program Committee, (3) the Constitution and Bylaws Committee, (4) the Finance Committee, (5) the International Relations Committee, (6) the Membership Committee, (7) the Nominating Committee, (8) the Public Relations/Fund Raising Committee, (9) the Publications Committee, (10) the Scholarship Committee, and (11) the Web Committee.
   1. The chairperson of the Conference Program Committee shall be the vice president/president elect. The chairperson of the Nominating Committee shall be the immediate past president. The chairpersons of the Conference Program Committee, the Nominating Committee, the Awards Committee, and the Scholarship Committee shall be appointed for a one-year term and cannot be re-appointed for a consecutive term.
   2. The chairperson of the Web Committee shall be the web master of the Association. The appointment is for a three-year term and can be re-appointed for a second consecutive term.
   3. All other committee chairpersons shall be appointed for a one-year term and can be re-appointed for a second consecutive term for the same committee.
5. Committee Members. The president, in consultation with each chairperson, shall appoint all committee members from the membership of the Association. The number of members in each committee, including the chairperson, shall be an odd number. The exact number of members in each committee is to be decided by the president.
   
   1.  The treasurer shall be an ex-officio member of the Finance Committee. Chapter membership chairpersons shall be members of the Membership Committee of the Association. The journal editor, newsletter editor, chairperson of the Membership Committee, and web master shall be ex-officio members of the Publications Committee.
   2. Appointments for the Nominating Committee members shall be the immediate past chapter presidents. Appointments for the Membership Committee shall comprise all chapter membership chairpersons. When an immediate past chapter president or a Membership Committee chairperson is unable to serve, the president shall appoint a substitute from that chapter.
   3. The members of the Conference Program Committee, the Nominating Committee, the Awards Committee, and the Scholarship Committee shall be appointed for a one-year term and cannot serve a second consecutive term. The members of the Membership Committee, the Finance Committee, the Publications Committee, the Constitution and Bylaws Committee, the International Relations Committee, the Public Relations/Fund Raising Committee, and the Web Committee shall be appointed for a staggered two-year term and can be re-appointed for a consecutive term.
   4. To keep an accurate record of vacancies and re-appointments, chairpersons shall list the term of each member in their annual reports.
6. Ad Hoc Committee Chairperson and Members. The president may appoint ad hoc committees when necessary and stipulate the terms and charges of the chairperson and members for each ad hoc committee.

Article VII. Membership and Program Meetings

 

1. There shall be an annual membership meeting that consists of a program meeting.
2. Special membership meetings may be called by the president, the Board, or by petition of members as provided for in the Bylaws.

Article VIII. Chapters

1. The Board may approve the establishment of a chapter of the Association in any region or well-defined geographic area based on the guidelines specified in the Bylaws.
2. Each chapter shall promote the interests of the Association.
3. Dissolution and reorganization of a chapter may be proposed by the Board or by petition of members as provided for in the Bylaws.

Article IX. Affiliates

The Association is an affiliate of the American Library Association. Upon the approval of the Board, the Association can accept other associations with similar interests and common objectives as affiliates.

Article X. Amendments

 

Section 1

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.

Section 2

Notice containing the text of proposal shall be sent to each voting member at least fifteen days prior to a vote.

Section 3

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.

Article I. Membership

Section 1. Membership Categories and Dues

The Association shall have eight categories of membership. The annual membership dues for each of the categories are given below:

1. Regular Membership $30.00
2. Student Membership $15.00
3. Non-salaried Membership $15.00
4. Overseas Membership $15.00
5. Life Membership $300.00
6. Honorary Membership Free
7. Institutional Membership $100.00
8. Affiliated Membership $100.00

Section 2. Membership Privileges

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.

Section 3. Membership Year

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.

Article II. Membership and Program Meetings

Section 1. Annual Membership Meeting

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.

Section 2. Special Membership Meetings

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.

Section 3. Notice of Annual Meeting

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.

Section 4. Quorum

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.

Section 5. Voting Between Annual Membership Meetings

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.

Article III. Board Meetings

1. Regular and Special Meetings. There shall be at least two regular meetings of the Board each year. The first meeting shall be held soon after the annual membership meeting. The second meeting may be held either in conjunction with the American Library Association Midwinter Meeting or prior to the next annual membership meeting. Special meetings of the Board may be called by the president, the executive director, or upon written request of any seven members of the Board. Board members are expected to attend at least one board meeting each year. Absence for two consecutive board meetings without prior written permission from the president will result in the removal of that director from the Board.
2. Quorum and Voting. At any regular or special board meeting, the presence of a simple majority of the members of the Board shall constitute a quorum. The president of the Association shall determine the presence of a quorum and call the meeting to order. If a quorum is not present, business transacted by the body shall be unofficial and nonbinding on the Association. The quorum requirement also applies to any vote conducted at board meetings. Any member who concurrently holds more than one board position shall only cast one vote. The presiding officer may break the tie if he/she hasn't already voted. If everyone has voted, and it is still a tie, then the motion is lost. Vote must be cast in person. Vote by proxy is not allowed.

Article IV. Duties of the Officers

Section 1. President

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.

Section 2. Vice President/President Elect

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.

Section 3. Treasurer

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.

Section 4. 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.

Section 5. At-Large Directors

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.

Section 6. Journal Editor

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.

Section 7. Newsletter Editor

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.

Section 8. Web Master

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.

Section 9. Committee Chairpersons

1. Awards Committee. The chairperson, with the help of the Committee members, shall issue calls for nominations for the Distinguished Service Award for the Association, select and recommend a recipient for the Award in accordance with the criteria and guidelines established by the Board.
2. Conference Program Committee. The chairperson, with the help of the Committee members, shall be responsible for the planning of the annual program.
3. Constitution and Bylaws Committee. The chairperson, with the help of the Committee members, shall review the Association’s Constitution and Bylaws and make recommendations to the Board for amendment, and make sure that the Association's business is conducted as prescribed in the Constitution and Bylaws.
4. Finance Committee. The chairperson, with the help of the Committee members, shall review the financial situation of the Association and recommend to the president and the Board such measures, which will ensure a sound financial basis for the Association.
5. International Relations Committee. The chairperson, with the help of the Committee members, shall promote, coordinate, and support non-political international library-related activities and programs within the Association's objectives and guidelines. The chairperson shall also promote international cooperation, especially among librarians and libraries who share the same mission as the Association.
6. Membership Committee. The chairperson, with the help of the Committee members, shall keep an up-to-date membership roster, maintain complete membership records, recruit new members, publish and distribute a membership directory annually, and take charge of all membership activities.
7. Nominating Committee. The chairperson, with the help of the Committee members, shall seek nominations from the membership and present a slate of nominees for elective and appointive positions in the Association in accordance with the provisions in Article VII of the Bylaws.
8. Public Relations/Fund Raising Committee. The chairperson, with the help of the Committee members, shall prepare and distribute news releases and organize fund raising events to support the Association’s activities and programs within its objectives and guidelines.
9. Publications Committee. The chairperson, with the help of the Committee members, shall handle publication projects of the Association as prescribed by the Board and shall recommend to the Board any changes or improvements in the overall publication program and policies of the Association.
10. Scholarship Committee. The chairperson, with the help of the Committee members, shall issue calls for applications for scholarship opportunities in the Association, send announcements to the American Library Association accredited library schools, select scholarship recipients according to prescribed guidelines and inform the president, executive director, and the Board of Directors of the Committee decisions. In case of special circumstances, including but not limited to no award, disputes, and/or cases involving conflict of interest, the Board of Directors shall make the final decision on the award(s).
11. Web Committee. The chairperson, with the help of the Committee members, is responsible for the continuous development and refinement of the Association’s websites.

Article. V. Chapters

Section 1. Forming a Chapter

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.

Section 2. Duties of Chapters

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.

Section 3. Membership in Chapters

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.

Section 4. Chapter Bylaws

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.

Section 5. Chapter Officers

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.

1. Chapter Presidents. Chapter presidents are responsible to the Board for the overall activities of their chapters, ensuring that they are in consonance with the objectives of the Association. Chapter presidents are voting members of the Board. They shall submit semi-annual and annual reports of chapter activities to the Board through the executive director prior to midwinter and annual meetings.
2. Other Chapter Officers. A chapter may elect its own officers in close coordination with the Association. Chapter officers are ultimately responsible to the Association for general operations of their chapters. Chapter treasurer shall file financial reports with the treasurer of the
   Association twice a year to safeguard the Association’s legal status as a not-for-profit organization.
3. In the event that a chapter officer cannot fulfill the duties as prescribed in the Bylaws, the position should be vacated and re-assigned by the chapter president to another member of the chapter with the consent of the assignee. When necessary, a special election should be held to fill the position.

Section 6. Chapter Funds

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.

Section 7. Dissolution and Reorganization of a Chapter

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.

Article VI. Vacancies

Section 1

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.

Section 2

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.

Section 3

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.

Section 4

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.

Section 5

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.

Article VII. Nominations and Elections

Section 1

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.

Section 2

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.

Section 3

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.

Section 4

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.

Section 5

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.

Article VIII. Electronic or Mail Vote

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.

Article IX. Amendments

Section 1

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.

Section 2

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.

Article X. Parliamentary Authority

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.

Annual Best Book Award Guidelines

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

1. 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.
2. Works must be related to Chinese culture heritage and deal with Chinese subject matters, or written by authors of Chinese descent.
3. 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.
4. Anthologies or books containing the work of more than one author are not eligible.
5. 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.
6. 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 the Best Book Award Nomination Form by April 18. Please label on the envelope "CALA Best Book Award" when mailing book(s).

Conference Travel Grant Guidelines

The CALA Conference Travel Grant is established to support CALA members in their efforts to play an active role at professional conferences for their professional or career development. The grant is issued annually and coincides with the fiscal period (from July to June each year) of CALA’s operation. For each funding period, up to four awards of equal amount of $500 will be given to qualified candidates to defray their expenses for traveling to conferences.

Applicant Eligibility:

• The applicant must be a CALA member in good standing for three consecutive years, including the year of application.
• The applicant must have an assigned duty at the conference to be attended, e.g., to present a paper, to chair a committee, or to serve as an officer to convene a meeting or a social function at the conference.
• All grant activities must be within the funding period of the year.
• The applicant must have not received the CALA travel grant in the past three years.

Supported Conferences:

All professional conferences associated with library and information science are supported by the CALA grant. However, priority will be given to those conferences which CALA sponsors or cosponsors or plays an active role of endorsing. Examples of the conference include, but are not limited to:

• CALA sponsored/cosponsored international, national, or regional conferences, meetings, and forums.
• ALA conferences and meetings (including all those of its divisions, roundtables, and standing committees)
• IFLA conferences and meetings
• Other conferences that advance and promote the profession of library and information science.

Application Requirement:

• A completed CALA Conference Travel Grant Application Form
• A one-page statement outlining the needs and benefits of the grant.
• A one-page letter of support from the applicant’s peer reference or supervisor, outlining the specific contributions or benefits the applicant will have by attending the conference.
• A copy of appointment letter if chairing a committee meeting or hosting a social event.
• A copy of the abstract if presenting a paper or making a presentation.
• A copy of current resume (no more than three pages).

Grant Criteria:

Applications will be reviewed and evaluated by the CALA Travel Grant Committee based on the following criteria:

• Applicant’s professional experience and accomplishments
• Applicant’s service and contribution to CALA, including the number of years being a CALA member
• CALA’s organization priorities and project development
• The association/relationship of the selected conference (or its sponsors) with CALA or the role of CALA in the conference
• The benefits and/or impact of the conference to the applicant individually and to CALA as an organization
• Other merits of consideration.

Application Deadline and Procedures:

• A complete application, including the required documents, should be mailed to Mengxiong Liu, Chair, CALA Conference Travel Grant Committee at Mengxiong.liu@sjsu.edu.
• All applications must be sent to the CALA Travel Grant Committee before or by the deadline of April 9th, 2010.
• Grant recipients will be notified no later than April 30th and will receive a check of $500 in the mail following the announcement of the funding decision.
• Each grant recipient must submit a one-page report of his/her experience to the CALA Travel Grant Committee, within the two months following the conference.
• The submitted reports will be posted on the CALA website and published in the CALA Newsletter.
• In case the grant recipient has cancelled his/her travel plan, the full amount of the fund ($500) must be returned to CALA with a written explanation within two months of the cancellation.

The CALA Executive Committee  and the Conference Travel Grant Committee will reserve the right to withhold the award of the travel grant subject to the financial position of CALA, or if there is no qualified candidate in the pool during a given year.

Guidelines and Procedures for Financial Reporting

(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.

 

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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

Guidelines for Advertisements in CALA Publications

(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.

1. Advertisements should be relevant to library, information science, and Chinese American cultures and education.
2. Advertisers must supply camera-ready copy for standard black and white advertisements.
3. Advertisements should be submitted to the editor of each of the publications.

 

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CALA Newsletter

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

 

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CALA Membership Directory

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

Guidelines for Inviting Guests to the Annual Banquet

(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.

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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 7^th 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]

Guidelines for President's Recognition Award

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:

1. formal nomination letter from the current CALA President;
2. nominee's vita or biographical sketch; and
3. other supporting documentation

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 CALA President's Recognition Award is intended to recognize and to honor an individual, group or organization who possesses a philosophy of dedication, quality of service, and professional integrity for his/her/their significant contributions to the library community that have shown leadership in one of the many areas of great importance to the mission and goals of CALA. Significant contributions and services to the advancement of Chinese-American librarianship shall receive special consideration from the Awards Committee.
• There shall be no special consideration for or against a candidate's age, gender, nationality, or length of service to the profession. The recipients need not be a member of the Association.

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.

Procedures for Requesting an Item to Be Dealt with by the Board

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.