OPERATIONAL POLICIES
BUDGET/REIMBURSEMENT OF EXPENSES
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.
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.
Food, coffee, snacks, etc. for Executive Board meetings will not be paid from AzLA funds.
Reimbursement for out-of-state hotel expenses shall be at the rate charged by the Conference hotel.
Reimbursement for member’s in-state travel is not permitted.
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:
All attendees pay at the established rate.
Every program must be sponsored by AzLA or a unit of AzLA.
Rooms, food, etc. for AzLA officers shall not be paid from AzLA funds.
Registration fees, exhibitor fees, etc. must be approved by the Executive Board.
Only the Executive Board has authority to approve the date and place of Conference.
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.
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.
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).
ELECTIONS
The ballot of Association-wide elections shall be published in the AZLA newsletter
immediately following the election with the names of the winners highlighted.
AzLA ballots shall be included in a single mailing of the general Association ballot.
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
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
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.
Items will be considered for publication without regard to repetition or overlapping of
previously printed information from AZLA Divisions, Interest Groups, and committees.
Articles will be considered for printing on the basis of available space and if the materials
are current.
The Editor reserves the right to edit articles for length and format.
Advertising
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.
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.
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
Ads for salaried employment positions will not be listed in the AzLA Newsletter; all such
requests will be referred to the AzLA Job Hotline.
Notices for volunteer positions will be published in the AZLA Newsletter.
RECOGNITION
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
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.
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
50% of the registration fee for any AzLA conference, meeting or seminar registration will
be refunded after the event if the cancellation is received in writing at least 30 days prior
to the event (date). No refunds will be given for cancellations received after the 30-day
cutoff. No refunds for no-shows. No partial refunds for meals, special programs, etc.
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
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.
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
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.
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