OPERATIONAL POLICIES

 

BUDGET/REIMBURSEMENT OF EXPENSES

 

𐂃 Neither AZLA nor its units shall spend Association funds on travel, food, etc. for officers

or members unless specifically authorized to do so by the Executive Board or as defined

in the Handbook.

 

𐂃 Neither AzLA nor its units shall pay with Association funds a personal membership fee

in another association or organization even though holding a position in AzLA may

require membership in such other group.

 

𐂃 Food, coffee, snacks, etc. for Executive Board meetings will not be paid from AzLA funds.

 

𐂃 Reimbursement for out-of-state hotel expenses shall be at the rate charged by the Conference hotel.

 

𐂃 Reimbursement for member’s in-state travel is not permitted.

 

𐂃 Checking accounts will not be kept by Divisions or Interest Groups unless the Executive Board grants special authorization or as defined in the Handbook.

 

CONFERENCES

 

Annual Conference:

 

𐂃 All attendees pay at the established rate (with the exception of the Student Volunteer Program).

 

𐂃 Every program must be sponsored by AzLA or a unit of AzLA.

 

𐂃 Rooms, food, etc. for AzLA officers shall not be paid from AzLA funds.

 

𐂃 Registration fees, exhibitor fees, etc. must be approved by the Executive Board.

 

𐂃 Only the Executive Board has authority to approve the date and place of Conference.

 

𐂃 Neither AzLA nor its units shall pay an honorarium, fees or other expenses to librarians

who “should be” members of the Association or who would normally attend a

conference, workshop, or other activity for participation as planner, speaker, discussion

leader, etc. in such activity.

 

𐂃 In-state speakers at AzLA Conference will not be charged the Conference Registration

fee if they are only presenting and they are not attending any other portion of the

Conference.

 

𐂃 Variable rates for conferences, workshops, etc. are permissible, but shall not be based

upon membership in a division, interest group, or other unit (that is, the “member” rate at

all AzLA functions shall apply to any and all AzLA members).

 

Student Volunteer Program

1. Must be a current member of AzLA

2. Volunteer 3 hours in exchange for registration at the student member rate.

     a. There will be 3 volunteers per shift.

     b. Shifts will be determined by Conference Leadership on a yearly basis.

3. Volunteers will be assigned duties when they arrive.  Duties include, but are not limited to, staffing the registration desk, assisting with luncheons, serving as a speaker liaison, and staffing the AzLA booth. (passed by email vote of the Executive Board 07/09/2009.)

 

ELECTIONS

 

𐂃 The ballot of Association-wide elections shall be published in the AZLA newsletter

immediately following the election with the names of the winners highlighted.

 

𐂃 AzLA ballots shall be included in a single mailing of the general Association ballot.

 

𐂃 The Elections/Appointments committee shall take into account such factors as division

and interest group membership, geographical representation and size of institution when

developing slates for nomination.

 

EXECUTIVE BOARD REPORTS

 

𐂃 Officers, committee chairs, etc. shall present written reports to the Executive Board. Only

action items and developments subsequent to the written report shall be reported orally.

 

NEWSLETTER

 

Publication of Articles

 

𐂃 The AzLA Newsletter is a professional publication that provides a forum for information,

analysis, and evaluation of issues. Authors’ opinions should be regarded as their own.

 

𐂃 Items will be considered for publication without regard to repetition or overlapping of

previously printed information from AZLA Divisions, Interest Groups, and committees.

 

𐂃 Articles will be considered for printing on the basis of available space and if the materials

are current.

 

𐂃 The Editor reserves the right to edit articles for length and format.

Advertising

 

𐂃 The Editor, in consultation with the Newsletter Editorial Board and the AzLA President,

reserves the right to make judgments about the acceptability of advertising copy and

illustrations in advertising.

 

𐂃 A fee will be required for advertising based on the current ad rates decided by the Editor,

Newsletter Editorial Board, and the AzLA Executive Committee.

 

𐂃 Free public service ads will be granted at the discretion of the Editor in consultation with

the Newsletter Editorial Board and the AzLA President.

 

Job Notices

 

𐂃 Ads for salaried employment positions will not be listed in the AzLA Newsletter; all such

requests will be referred to the AzLA Job Hotline.

 

𐂃 Notices for volunteer positions will be published in the AZLA Newsletter.

 

RECOGNITION

 

𐂃 Upon completion of the term of office, AzLA shall present the following in recognition

of service:

o President of the Association—a plaque with gavel.

o Secretary, Treasurer—a plaque

o Division Chairs, MPLA and Regional Representatives, ALA Councilor, and

 

Interest Group Chairs—a certificate

 

𐂃 Each plaque shall have the name of the association, the position, date of service, and

name of the honoree only without added descriptive statements. Plaques shall be ordered

by the Association Manager.

 

𐂃 Certificates designed with the AzLA logo and colors shall be maintained by the

Association Manager. These shall include the name of the honoree and position and date

of term held.

 

REFUND POLICY

 

𐂃  All requests for refunds must be sent to the AzLA Executive Secretrary, at admin@azla.org.

 

Up to 30 days before the conference, refunds will be honored minus a $25 administrative fee. A paid registration can be transferred to another person who has not already registered at any time up until the start of the annual conference.

 

Within 30 days of the conference, you can submit a written request for consideration of credit towards the following year's conference minus a $25 administrative fee.  Submit requests to the AzLA Executive Secretary at admin@azla.org.

 

Refunds will not be granted after the conference.

 

Meals and Pre-Conference registrations can be refunded up to 30 days before the conference by submitting a request to the AzLA Executive Secretary at admin@azla.org.  (passed by email vote of the AzLA Executive Board 07/06/2009.)

 

𐂃 This policy includes registrations accompanied by pre-payment and purchase orders.

AzLA Divisions, Interest Groups, and committees may use this as a guideline. All

registration forms shall include this statement.

 

UNIT AUTHORITY

 

𐂃 No unit of the Association may make a commitment on behalf of the entire Association

unless specifically authorized to do so by the Executive Board.

 

𐂃 No unit of the Association shall publish items for general distribution (i.e. outside unit

membership) without prior approval of the Executive Board or Executive Committee.

 

VENDOR-SPONSORED PROGRAMS

 

𐂃 Single vendor produced/product specific training workshops not affiliated with AzLA

Conferences, such as stand-alone workshops, will be the responsibility of individual host

institutions and/or vendors. AzLA will not provide any support (monetary, promotional,

etc.) for these workshops.