Manual
Updated ALA, June, 2001

Table of Contents

General responsibilities of the REFORMA Board of Directors and Executive Committee

It is the responsibility of the REFORMA Board of Directors (The Board) to conduct all the business of the organization and to carry out the goals of REFORMA.  The Board shall delegate responsibilities to elected representatives that form the Executive Committee. 

The Board of Directors consists of:

• Executive Committee [President, Vice-President/President Elect, Secretary, Treasurer, Immediate Past President, and elected Chapter Presidents]
• Chairs of all the Standing Committees
• Archivist
• Board Member-At-Large
• Presidents of all REFORMA chapters

Each Board member has one vote.

The President of REFORMA is responsible for leading the national organization in the following areas:

1. Serves a one (1) year elected term.
2. Calls and conducts the Executive Committee and Board of Directors meetings at ALA Midwinter Conference, and calls and conduct the Executive Committee, Board of Directors, and Membership meetings at ALA Annual Conference.
3. Assures that the goals and objectives of REFORMA are met.
4. Officially represents REFORMA at appropriate meetings, conferences, and other activities (or appoints a designee).
5. Maintains official contact/correspondence with the local REFORMA Chapters.
6. Approves Expenditure Forms and forwards them to the Treasurer for payment.
7. Acknowledges donations by businesses or individuals for gifts or services.
8. Acts as liaison between national REFORMA and other ALA affiliate organizations.
9. Works with the Executive Committee on timely business that may be necessary between the two conferences.
10. Identifies and monitors issues affecting library services to the Spanish speaking communities and the goals of REFORMA.

A.  Taking over the office

1. Takes over his/her office as the last item of business at ALA Annual Conference.
2. Immediately contacts the ALA Conference Office in writing, adding the name, address, phone number and email address of the officers to the "official" organization mailing list for ALA Conference Planning packets.  This is crucial and must be acted upon in a timely manner.
3. Corresponds with the Vice President/President Elect in July to set timelines for conference planning for Midwinter and preliminary program planning for the ALA Annual Conference.

B. Conference Planning

[*Note:  Because the ALA Conference Office begins preparing its Conference Planning Packets soon after the Annual Conference for both Midwinter and Annual Conference, the REFORMA President and Vice President/President Elect also need to be prepared to meet ALA’s early fall deadline schedule for both conferences’ preliminary meeting/program schedules.]

The President should work with the Vice President/President Elect to identify all the committee meetings that need to be scheduled [and meeting size] for Midwinter and Annual Conference.  It is the responsibility of the Vice President/President Elect to work directly with ALA Conference Office.  By August, the Vice President/President Elect should have received information.

1. ALA Midwinter Meeting Responsibilities

1. Plans the ALA Midwinter agendas in consultation with the Executive Committee.
2. Conducts the Executive Committee and Board of Directors meetings at Midwinter.

2. ALA Annual Conference Responsibilities

1. Works with the Vice President/President Elect on any changes of the meeting schedules after ALA Midwinter.
2. Collaborates with the Vice President/President Elect on providing "preliminary" meeting information for the Winter [March] issue of the REFORMA Newsletter.  [June issue is too late to allow people to make travel plans].  This is crucial and needs to be completed in a timely fashion.
3. Plans the agendas for the ALA Annual Conference in consultation with the Executive Committee.
4. Conducts the REFORMA Executive Committee, Board of Directors, and Membership meetings.
5. Turns over the Presidency as the last action of the last REFORMA meeting scheduled.

3. Communication

1. Communicates appropriately to the national membership through the four REFORMA Newsletters.
2. Keeps in contact with Standing Committee Chairs throughout the year, especially in determining the agenda for the two conferences, and/or checking on the status of particular committee assignments.

4. Appointments

1. Considers whom he/she will recommend for appointments to ALA Committees prior to appointment.  [The ALA President-Elect usually will send a letter asking the REFORMA President for nominees by September.]  [The ALA Handbook will list all committees.]
2. Appoints necessary REFORMA Standing and Ad Hoc Committee members [and chairs] as deemed necessary at Executive Committee meetings.

5. Fiscal Matters

1. Works with the Treasurer to determine the budget and other fiscal matters for the incoming year.
2. Reviews the [monthly/quarterly] budget reports submitted by the Treasurer.
3. Works with the Fundraising Chair on activities for the current year.

6. ALA Candidate Endorsements

1. In the early Fall, mails a set of questions to the candidates with a return date of November 15^th.  This action is crucial and requires timely action.  {for further details, see "Candidate Endorsement for non-REFORMA Elections}
2. Extends an invitation to all candidates who responded to be a guest at a REFORMA Executive Board meeting at ALA Annual Conference.
3. Presents the candidate(s) and their response(s) at the ALA Midwinter Board meeting.  At that time, the Board will vote on whom, if anyone, to endorse.

The Vice President/President Elect of REFORMA is responsible for the national organization in the following areas:

1. Serves a two (2) year elected term the first year as Vice President/President Elect and subsequently moves into the President position for the second year.
2. Assumes the major responsibility of serving as the REFORMA National Program Chair.  To help establish a timeline, the following is to be used:

3. Appoints new and/or reconfirms national REFORMA Standing Committee Chairs prior to assuming the office of President.
4. Appoints the Associate Editor of the REFORMA Newsletter when the Associate Editor moves into the Editorship during Vice President/President Elect term.
5. Assists the President in developing the agenda for the Board meetings at ALA Midwinter and Annual Conference, as well as the Membership meeting at Annual Conference.
6. Serves on the Executive Committee of the Board.
7. Serves on the REFORMA Finance Committee.
8. Represents National REFORMA at official functions at the request of the President.

The Treasurer of REFORMA is responsible for leading the national organization in the following areas:

A. General Responsibilities

1. Serves a two (2) year elected term; may be re-elected for a second term.
2. Takes charge of, and is responsible for, all the fiscal, financial, and budgetary affairs of National REFORMA.
3. Works with the Finance Committee in preparing an annual budget due for adoption no later than ALA Annual Conference Executive Board meeting.
4. Responsible for financial accountability of the organization, its membership, and its books in their entirety.
5. Serves on Finance Standing Committee:

Responsibilities include:

6. Serves on Organization Development Committee.
7. Works with appropriate officers or members in developing a "Financial Impact Statement" for any proposed chapter, committee, task force/special committee, programs and/or projects.  The Impact Statement must be submitted to the Finance Committee.
8. Submits an annual fiscal report for publication electronically and in the Fall newsletter.
9. Submits a written mid-year Treasurer’s report to a REFORMA Board meeting at ALA Midwinter.
10. Submits a written final annual report to the REFORMA Board and Membership meetings at ALA Annual Conference.
11. Works with Chapter Presidents to insure proper reporting and collection of membership fees each January.

B. Requesting Funds from National REFORMA Treasury

In order for the REFORMA Treasurer to maintain accurate accounts, all funds, whether income or expenditure, the item must be documented properly.  REFORMA’s legal incorporation and tax-exempt status requires filing of an annual report with the Department of Consumer and Regulatory Affairs each April 15^th.

Since REFORMA generally works without an established annual budget, expenditures should be well thought out and sufficient validation presented for approval.  Expenditures are made from the Operating Fund Account that is carried forward from year to year.  Carry forward money is added to by sales of membership lists, labels, directory, interest from bank accounts, and membership and chapter dues.

The Scholarship Account is not used to pay for any expenditure, and by law is to be used exclusively for its said purpose.

In order for all Board members to be informed of the proper procedures for expenditures from the REFORMA accounts, the following are steps of process:

1. The Expenditure Form (appendix #1) is to be used to request funds or reimbursement of funds for any amount over $50.  It is preferred to have the vendor submit an invoice to the Treasurer for a service or merchandise; however, the expenditure must be approved prior to being made.
2. Submit the Expenditure Form and all documentation such as justification, estimate of cost, invoice, etc., to the President for approval.  After approval, the President shall forward the form to the Treasurer for payment and/or further review.
3. Members are encouraged to obtain donations-in-kind to help reduce expenses.  When a business or individual gives donations, establish a dollar amount for the donation and submit a completed Expenditure Form with the notation at the top of the form "DONATION DO NOT PAY."  The REFORMA President will make an acknowledgement to the business or individual on behalf of REFORMA.

The Secretary of REFORMA is responsible for the national organization in the following areas:

1. Serves a two (2) year elected term; may be re-elected for a second term.
2. Takes and creates minutes at ALA Midwinter Executive Board meetings and ALA Annual Conference Executive Board, and Membership meetings. 
3. Distributes minutes electronically to Executive Board or membership prior to subsequent meetings for approval.
4. Submits abridged "unapproved" minutes for the meetings for REFORMA newsletter immediately following the conferences.
5. Creates and continually update a listing of REFORMA Executive Board, Committee Chairs and Chapter Presidents.
6. Collects, organizes and electronically distributes information pertaining to Board and Membership meetings prior to Midwinter or Annual Conference.  This includes annual reports from chapters, committees and officers.
7. Electronically distributes agendas for the REFORMA meetings held at ALA Midwinter and Annual Conference two (2) weeks prior to the meetings.
8. Creates, distributes and updates a "To Do" list of action items created at Midwinter or Annual Conference meetings that officers/members are responsible for.
9. Update REFORMA Manual as needed and/or requested. 
10. Notifies and/or sends Webmaster updates for Manual, minutes, agendas, lists, etc. for posting on REFORMA website.
11. Forwards records to REFORMA Archivist at the end of term.
12. Submits complete minutes, Board/Committee/Chapter membership listings and other reports to REFORMA Newsletter Editor for inclusion in appropriate issue.

The Archivist of REFORMA is responsible for the national organization in the following areas:

1. Receives material from REFORMA Secretary and Past Presidents.
2. Collects and preserves historical records and materials of REFORMA.

Each Chapter President of an official REFORMA Chapter is responsible for the national organization in the following areas:

1. Serves on the same July-June calendar as the National REFORMA Officers.
2. Supports the objectives of National REFORMA.
3. As a member of the REFORMA Board with one vote each, represents the Chapter at REFORMA business meetings and activities at National Conferences.
4. Calls and presides over all general membership meetings of the Chapter, serves as the Chapter’s official representative and provides leadership for all its activities.
5. Prepares a budget reflecting revenue and expenditures to be submitted to the Finance Committee, via the Treasurer in March of each year.
6. Prepares an annual report of Chapter accomplishments and activities and submit to the REFORMA National Secretary two (2) weeks prior to ALA Annual Conference..
7. Insures that one-third of Chapter dues collected for the year is paid to the REFORMA National Treasurer each January of the subsequent year.
8. Submits Chapter information, events, and/or updates to the REFORMA Newsletter.

Members of REFORMA who reside/work in areas not represented by a local chapter are represented by the Member-At-Large who is responsible for the national organization in the following areas:

1. Serves a one (1) year elected term; may be re-elected for a second term.
2. Represents all Member-At-Large members at the ALA Midwinter and ALA Annual Conference Executive Committee/Board/Membership meetings. 
3. Solicits from At-Large members on REFORMA issues being discussed and in need of resolution at the national level.
4. Maintains open lines of communication with At-Large members through the REFORMA Newsletter, REFORMANET list and/or the REFORMA web page.
5. Refers At-Large members who are interested in forming a chapter to the Organizational Development Committee Chair.

The REFORMA Newsletter Editor and Associate Editor are appointed by the Vice President/President Elect and are responsible for the national organization in the following areas:

Editor

1. Serve a two (2) year term; may be re-appointed for a second term.
2. Provide a newsletter on a quarterly basis, reports on the professional activities and projects of the membership, and provide information on issues, persons, and events which may or do impact the goals and objectives of REFORMA.
3. Coordinate the collection of information from chapters, write editorials, and provide a calendar of upcoming events, legislative news, special reports, and ALA committee and trustee reports.
4. Apply for a local bulk rate postal permit for the REFORMA Newsletter.
5. Publish the newsletter quarterly.
6. Set the yearly "deadline" schedule for each newsletter.  Distribute deadlines to those at ALA Annual Conference Board and Membership meetings and posts on REFORMA web page.
7. Include in the Winter issue the following:
   1. ALA Annual Conference "tentative" schedule of REFORMA activities
   2. The Board endorsement of candidate(s) for major ALA offices
   3. Responses from ALA candidates to questions provided to them previously by REFORMA President
8. Report any post office address changes received to the Membership Committee Chair on an ongoing basis to insure address labels are accurate and up-to-date.
9. Operate the Newsletter in the black, balancing ad copy revenue against publication cost.
10. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

Associate Editor

1. Serve a two (2) year term
2. may assume the position of Editor at the end of the Editor’s term of office and assists the Vice President/President Elect in appointing a replacement Associate Editor
3. Serves as the chief contact person for ads and billing and is responsible primarily for the advertisement issues of the REFORMA Newsletter.
4. Invoices and collects charges for newsletter advertisement in a timely manner.
5. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

Children’s and Young Adult Services Committee

The REFORMA Children’s and Young Adult Services Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one(1) year.
2. Appoints committee members and determine membership size of committee.
3. Submits name of committee members to the REFORMA President once committee has been established.
4. Provides a forum for the exchange of ideas and information relevant to the effective delivery of library services to Spanish speaking children in the U.S.
5. Addresses specific issues relevant to the effective delivery of library services such as the use of tradition measure which result in inequitable and discriminatory allocation of resources, collection development policies which incorporate relevant criteria to the needs of Spanish speaking families and the lack of Spanish speaking children’s librarians and managers.
6. Presents a biannual VIVAN LOS NINOS program at ALA Annual Conference.
7. Establishes criteria and guidelines for future REFORMA Children’s Literature Awards.
8. Explores and encourages cooperative programming and sponsorship with ALSC.
9. Establishes and publishes "Guidelines for Spanish Language Collection Development for Children."
10. Explore alliances with the Children’s Defense Fund.
11. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

Education Committee

The REFORMA Education Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one(1) year.
2. Appoints committee members and determine membership size of committee.
3. Submits name of committee members to the REFORMA President once committee has been established.
4. Promotes library and information science as a viable profession to the Spanish speaking community.
5. Promotes library use in the Spanish speaking community at large.
6. Investigates and recommends ways that library schools and their curricula can better reflect the Spanish speaking communities and meet the informational needs of those communities.
7. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

Finance Committee

The REFORMA Finance Committee Chair will be the REFORMA Immediate Past President and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one (1) year.
2. Committee members shall include the Executive Committee members and one member from the Board who will be appointed for a two(2) year term.
3. Works with the REFORMA Treasurer to develop an annual operating budget that will be presented to the REFORMA Board no later than its ALA Annual Conference Board meeting.
4. Monitors program revenues and expenditures and makes recommendations to the Board financial policies for each program that will insure fiscal stability for each program and the organization as a whole.
5. Reviews the budget requests presented by Chairs of Standing Committees, Chapters, Officers and special committees and task forces as specified by the following adopted REFORMA Financial Planning Calendar

Financial Planning Calendar
October	Treasurer issues a year-end report on prior year revenues and expenditures and certifies, by program the amount of money available to the organization in each new fiscal year.
January	Treasurer issues a report on revenue and expenditures, by program at the ALA Midwinter Meeting of the Board.
January	Treasurer distributes reports to each Standing Committee, Chapter, Officer, special committee and task force which summaries its revenues  [for chapters, this report would include only membership revenues submitted to the national REFORMA treasury) and expenditures from the prior fiscal year and a form(s) that enables it to develop budget requests (changes, enhancements, reductions) for REFORMA Board to consider at ALA Annual Conference in June.
March	Budget requests are submitted by the chairs of each Standing Committee, Chapter President, Task Force/Special Project for review by the Finance Committee.
March	The Treasurer is responsible for the collection of these budget requests and budget dissemination to the Finance Committee.
April	Treasurer issues an updated state of revenues and expenditures for the Finance Committee and Board.
May	The Finance Committee, via the Treasurer, issues its recommended budget to the Board for review and consideration at ALA Annual Conference in June.
June	Board adopts the annual operating budget for the new incoming fiscal year at ALA Annual Conference in June.

6. Presents a Financial Plan every five (5) years, which includes the creation and review of a reserve fund comparable to three months operating expenses and sets specific financial goals for five years at a time.  The first five year Financial Plan began June 1995.
7. Prepares a "Financial Impact Statement" for the Executive Committee consideration before any new chapter, committee, task force, and program/project is approved.  It is the responsibility of the Treasurer to work with the appropriate person(s) to get the impact statement to the Finance Committee for presentation to the Board.
8. Insures that the following "line items" (including revenues and expenditures) are listed on the proposed annual budget:

1. Newsletter
2. Committees (with detail by committee)
3. Scholarship
4. Conference Program(s)
5. National Conference
6. President
7. Children’s Book Award
8. Chapters

9. Where practical, each program should be designated as "enterprise and/or self-sustaining" (e.g., Newsletter) and should basically pay for itself.  Other programs should be established as operating funds.  General membership fees should be allocated in this ranked/priority order:

   1. Support "operations"
   2. Support a three-month reserve fund
   3. Support conference programs

Fundraising Committee

The REFORMA Fundraising Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one (1) year.
2. Appoints committee members and determine membership size of committee.
3. Submits name of committee members to the REFORMA President once committee has been established.
4. Coordinates and leads all fundraising projects of REFORMA, which may include Scholarships, REFORMA National Conference and special projects for the organization.
5. Sends at least one scholarship donation solicitation to all REFORMA membership each year.
6. Provides technical assistance to REFORMA committees on fundraising and public relations.

Information Technology Committee

The REFORMA Information Technology (ITC) Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one (1) year.
2. Appoints committee members and determine membership size of committee or creates workgroups as necessary.
3. Submits name of committee members to the REFORMA President once committee has been established.
4. Oversees the development of the REFORMA Website.
5. Promotes electronic communication among REFORMA members.
6. Conducts workshops on technology and increase information technology literacy as appropriate.
7. Keeps abreast of information policies and legislation that will affect libraries and current technologies or innovative uses of technology to further the mission of REFORMA.
8. Develops and promotes appropriate use of technology that will benefit the Spanish speaking community.
9. Serves as a resource to Chapters and National Committees on issues relating to technology.
10. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

Legislative Committee

The REFORMA Legislative Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one (1) year.
2. Appoints committee members and determine membership size of committee.
3. Submits name of committee members to the REFORMA President once committee has been established.
4. Studies proposed or passed legislation that is related to the mission of REFORMA and informs the membership via email.
5. Organizes letter-writing drives supporting or opposing legislation, contacts legislative offices with concerns relating to the mission of REFORMA.
6. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

Membership Committee

The REFORMA Membership Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one (1) year.
2. Appoints committee members and determine membership size of committee.
3. Submits name of committee members to the REFORMA President once committee has been established.
4. Promotes membership in REFORMA.
5. Provides necessary information for a current membership list to Web Master for updating web page and the Newsletter Editor.
6. Develops promotional literature explaining purpose and goals of REFORMA to be distributed to the membership.
7. Collects membership forms and forward membership payments to the REFORMA Treasurer.
8. Handles any problems/inconsistencies relating to membership for individuals.
9. Creates, edits, produces and disseminates the REFORMA Directory, including solicitation of sponsors for publication.
10. Manages the selling and use of REFORMA membership labels.
11. Serves on the Organizational Development committee.
12. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.



Nominations Committee

The REFORMA Nomination Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one(1) year.
2. Committee members consist of the Chair, Immediate Past President, current President and Vice President/President Elect. 
3. Presents a slate of candidates for Vice President/President Elect, Secretary, Treasurer and Member-At-Large.
4. Presents a slate of candidates of no less than two (2) nominees and no more than four (4) per office.
5. Works with Membership Committee Chair to acquire the names of independent members who are eligible to run for Member-At-Large.
6. Informs each candidate that they will need to make a presentation to the Board at ALA Midwinter and submit a "Statement of Purpose" by the required Newsletter deadline.
7. Collects, counts ballots, and reports the results to the membership.
8. Notifies the candidate of the results of the election prior to the ALA Annual Conference.
9. Provides a list of candidates to the REFORMA Board at ALA Midwinter Board meeting and a final annual report at the ALA Annual Conference Board and Membership meetings.
10. Assures candidates meet the following eligibility and timeline

October	Committee identifies potential candidates
November	Committee finalizes candidates and confirms the acceptance of nomination
December	Slate of officers is completed
January	Slate of officers is presented to the Board at ALA Midwinter
February	Candidates submit "Statement of Purpose" to the Newsletter Editor by the deadline for the March issue.
April	Chair prepares and mails out the ballots
June/July	Chair presents results to the Board at ALA Annual Conference

11. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

Organizational Development Committee

The REFORMA Organizational Development Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one (1) year.
2. Committee includes the Treasurer, Membership Committee Chair, and one other Board member.
3. Assists new chapters to become established by providing material to individuals expressing interest in organizing a new chapter.  Information includes, but is not limited to:
   1. Tax information
   2. How to establish bank/treasury account
   3. Discounts and incentives for joining REFORMA
   4. Brochures
   5. Membership forms
   6. REFORMA Manual
4. Submits name of committee members to the REFORMA President once committee has been established.
5. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

Program Committee

The REFORMA Program Committee Chair will be the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one (1) year.
2. Committee members shall include the current REFORMA President, Vice President/President Elect, and other members appointed by the Executive Committee.
3. Obtains a location for meetings and provides for the program, i.e., guest speakers, panel discussions, conference reports, and other presentations relevant to library services to the Spanish-speaking.
4. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

Public Relations Committee

The REFORMA Public Relations Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one (1) year.
2. Appoints committee members and determine membership size of committee.
3. Submits name of committee members to the REFORMA President once committee has been established.
4. Publicizes events of REFORMA members involved in library service or in the mission of REFORMA, including all type of media and with ALA offices.
5. Works with REFORMA National Conference Chair to publicize the conference.
6. Writes articles for REFORMA newsletter and major library journals as appropriate.
7. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.



Pura Belpre Award Committee

The REFORMA Pura Belpre Award Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for two (2) years.
2. Appoints committee members and determine membership size of committee.
3. Submits name of committee members to the REFORMA President once committee has been established.
4. Establishes yearly children’s book award criteria and policy & procedures in conjunction with the Association of Library Services to Children (ALSC) to select a Latino children’s book award winner.
5. Promotes award with fundraising and publicity efforts.
6. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

Scholarship Committee

The REFORMA Scholarship Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one (1) year.
2. Appoints committee members and determine membership size of committee.
3. Submits name of committee members to the REFORMA President once committee has been established.
4. Develops and distributes promotional literature to potential scholarship candidates, REFORMA Board members, library schools, etc.
5. Selects scholarship recipients following established guidelines.
6. Provides and presents the scholarship award winners at ALA Annual Conference and in the REFOPRMA Newsletter.
7. Assists and advises the Chair of the Fundraising Committee in scholarship campaign activities.
8. Sends new chair of Scholarship Committee Scholarship Committee Procedures Manual upon end of term.
9. Provide a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

Arnulfo Trejo Librarian of the Year Award Committee

The REFORMA Arnulfo Trejo Librarian of the Year Award Committee Chair is appointed by the Vice President/President Elect and is responsible for the national organization in the following areas:

1. Serves as a member of the Board for one (1) year.
2. Appoints committee members and determine membership size of committee.
3. Submits name of committee members to the REFORMA President once committee has been established.
4. Calls for nominations of REFORMA individuals for this award in the winter issue of REFORMA Newsletter.
5. Determines a list of candidates for consideration.
6. Makes selection and announce the recipient no later than May 15^th of each year.
7. Submits name of award winner to the Trejo Foundation for plaque and monetary award in time for ALA Annual Conference presentation.
8. Notifies award winner with date and time of award at ALA Annual Conference.
9. Coordinates presentation of award with Trejo Foundation
10. Issues news release announcing award recipient.
11. Provides a written committee mid-year report to the REFORMA Board at the ALA Midwinter meeting and a final annual report at ALA Annual Conference.

AD Hoc Committees or Task Forces

The President and/or the Executive Committee may form Ad Hoc Committees to deal with a specific issue or task.  The President will appoint the Chair of the committee.  Ad Hoc Committees will have a specific charge and timeline to follow.  When the task is completed, the Ad Hoc Committee is disbanded.




Appendix#1

REFORMA

EXPENDITURE REQUEST FORM

This form must be used when requesting expenditure of $50 and over.

 Submit this form in triplicate to the REFORMA President for approval.

Name:				Date
Committee:
Quantity	Description		Vendor		Amount
Total					$
Total Expenditure Approved by:
President					Date
Original forwarded to Treasurer		Date
Copy returned to Requestor		Date
Copy for President files




Appendix #2

CANDIDATE ENDORSEMENTS FOR NON-REFORMA ELECTIONS

REFORMA Board will endorse candidates for major ALA elections using the following procedure:

1. In early Fall, the REFORMA President will mail the following questions to the candidates with a return date of November 15^th.
   1. There have been many concerns about the persistent under-representation of ethnic minorities in the ranks of librarians.  How do you perceive this problem and how would you, as (name of organization) President address this deficiency?
   2. In the context of your background as an employer/administrator, what steps had you previously taken to promote an ethnically diverse work environment?
   3. What could ALA do to involve more underrepresented groups [ethnic minorities] in the Association?
   4. What can library school educators do to recruit underrepresented groups?
   5. How can these schools address the issues of diversity within the curriculum so that all graduates are better-prepared to address the needs?
2. The President will present the responses of the candidates for ALA Midwinter Board meeting.  At that time, the Board will vote on whom, if anyone, to endorse.
3. Based on that vote, the Newsletter Editor will print the Executive Board's decision of endorsement and the candidates' responses to the questions in the WINTER REFORMA Newsletter. 
4. The President will issue an invitation to all ALA presidential candidates who responded to the questions to briefly address the REFORMA Executive Board at its ALA Midwinter meeting.



Appendix #3

CHAPTER FORMATION

1. When a group of individuals (formation committee) initiates procedures to develop a new REFORMA chapter, the National REFORMA Organizational Development Committee Chair must be contacted. The Committee Chair provides organizational material (documents) to assist the formation committee in getting started.
2. It is recommended that the formation committee consist of no fewer than eight people before undertaking official chapter status. This core group of individuals can assume office and conduct programs and other recruitment efforts to build membership.
3. The formation committee elects officers and writes by-laws.
4. The formation committee formally petitions the National REFORMA Board with a letter, addressed to the Board and submitted through the Organizational Development, Committee Chair, and a copy of its by-laws, to be granted chapter status. The Board must approve chapter status by a majority vote.
5. Upon being granted official chapter status, the chapter establishes a bank account and dues are collected and forwarded to the National REFORMA Membership Committee Chair.



Appendix #4

CHAPTER DISSOLUTION

When a chapter decides to disband, it must present a petition, in the form of a letter, to the National REFORMA Board. The petition must state the reasons for dissolution and must be signed by the chapter’s executive board members. The National REFORMA Board must then approve the dissolution by a majority vote; a chapter may not disband until such approval is granted. Before petitioning for dissolution, a chapter’s finances must be in good order with no existing debts. Any remaining funds should be disseminated as directed by the chapter’s by-laws.

As an alternative to dissolution, a chapter may choose to go on inactive status for a period of no longer than two years. To do so, the chapter’s finances must be in good order with no existing debts. (If any debts exist, the National REFORMA Board will discuss and resolve this issue.) A letter signed by the chapter’s executive board members and stating the reasons for the inactive status, must be presented to the National REFORMA Board. The Board does not have to vote on this action but sets an official date for the beginning of the inactive status period. During the period of inactivity, the chapter should maintain a mailing address and may keep its bank account, in name only, until the chapter is once again active. After a period of two years the chapter must announce to the Board its intent to resume activity or it will be considered dissolved. Any funds remaining in the chapter’s account should be disseminated as directed by the chapter’s by-laws.

If a chapter has been inactive for a period of two years (there has been no activity, such as fundraising, formal collection of dues, or meetings) and has failed to go through the formal procedures for dissolution or to apply for inactive status, the chapter will then be considered dissolved. The National REFORMA President and the Organizational Development Committee Chair shall notify the chapter president and chapter members, respectively.

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