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Nova Scotia Association of Library Technicians
(NSALT) By-Laws
Article I – Name
1.1
The name of the Association shall be the Nova Scotia Association of
Library Technicians, (NSALT).
Article II –
Information
2.1 In these by-laws:
2.11 Association means Nova Scotia Association
of Library Technicians, (NSALT).
2.12 Executive refers to the Executive
Committee which is all of the elected officers of the Association.
Article III – Mission and Purpose
3.1
NSALT’s mission is to advance our profession through:
a) Active membership.
b) Education and professional development.
c) Promotion and marketing.
d) Partnerships and advocacy.
3.2 The purpose
of the Association is:
a) To promote a wider understanding, acceptance and advancement of the
professional role of the Library
Technician in Nova Scotia.
b)
To collaborate with other library associations and other organizations in
response to issues that relate to the entire library community.
c)
To encourage and provide continuing education in the field of library
technology.
d)
To act as a provincial forum, with effective communication across Nova Scotia, for
the exchange of concerns, ideas and activities of library technicians.
e)
To coordinate activities in order to facilitate this exchange of concerns
and ideas.
Article IV – Executive
Officers/Directors
4.1 The
executive committee shall consist of:
a) President
b) Vice President/ President Elect
c) Treasurer
d) Secretary
e) Past President
4.2 Executive
Officers/Directors shall be elected by members at each Annual General
Meeting of the Association.
4.3 At the
Annual General Meeting, all officers/directors shall retire from office
but remain in office until the end of the meeting, when successors are
elected and retiring officers are eligible for re-election.
4.4 All members
shall serve a one year term with the option of returning for a second
term depending on the outcome of the elections held at the Annual General
Meeting.
4.6 The
Executive shall meet no less than three times a year. The meetings shall be called by the
Secretary upon sending an agenda to the Executive Committee.
4.7 Notice of
meetings shall be given either in writing or via email and shall include
the time and place.
4.8 Three
officers/direcotrs present shall constitute a quorum.
4.9 If an office
becomes vacant after the Annual General Meeting, the Executive shall make
an appointment.
4.10 The
Association may remove an officer/director from office before the end of
their term and appoint a replacement.
This is done by special resolution. The new officer appointed will hold
office until the end of the original term.
4.11
Officers/directors who have or could be seen to have a conflict of interest
have a duty to report this conflict.
This declaration should be made to members upon nomination or if
serving as an officer, when the conflict is realized.
4.12 A conflict
of interest does not prevent a member from serving as an officer/director
as long as he/she withdraws from any decision making pertaining to that
conflict. The withdrawal should be
recorded in the minutes.
4.13 The
Executive Officers/directors shall receive no remuneration for their
duties or receive any profit from their positions. From time to time, officers/directors
may receive reimbursement for expenses incurred related to the running of
the Association. These expenses
must be pre-approved by the Executive Committee and original receipts
must be provided to the Treasurer.
Article V – Duties of
Executive Officers/Directors
5.1
President
The
duties of the President shall include the following:
To preside at all meetings of
the membership and Executive Committee.
To be ex-officio member of all
committees except the nominating committee.
To represent the Association.
To oversee and coordinate the
work of the Executive Committee.
To ensure the purpose and
by-laws of the Association are followed.
In conjunction with the Secretary, to ensure
the Association files are maintained.
To co-sign cheques issued by the
Treasurer.
To answer inquiries about the
Association.
To prepare a report for the
Annual General Meeting.
5.2
Vice President/President Elect
The
duties of the Vice President/President Elect shall include the following:
To preside over and conduct
meetings in the absence of the President
To prepare a report for the AGM
5.3
Treasurer
The
duties of the Treasurer shall include the following:
To keep and maintain the
financial records of the Association.
To prepare the budget and
financial statements of the Association.
To inform the Executive of the financial
standing of the Association at each executive meeting.
To prepare a report for the Annual General
Meeting.
5.4
Past President
The
duties of the Past President shall include the following:
To keep and maintain the
archival records of the Association.
To chair the awards committee of
the Association.
To chair the nominating
committee.
To prepare an annual report for
the Annual General Meeting.
5.5
Secretary
The
duties of the Secretary shall include the following:
To record minutes of all executive meetings
as well as the Annual General Meeting.
To conduct the correspondence of the
Association in conjunction with the President.
To maintain the Association files in
conjunction with the President.
To issue minutes and lists of business
arising to the President and Executive officers.
To answer general inquiries about the
Association.
To recruit new members.
To maintain a membership database.
To send renewal notices.
To prepare a report for the Annual General
Meeting.
Article VI – Board of
Directors
6.1
There shall be a Board of Directors consisting of the Executive Committee
and the conveners of the Standing Committees.
6.2 Duties
The Board of Directors shall serve as an advisory
board to the Executive Committee.
Article VII –
Membership
7.1 Types
a)
Personal: Graduates of a recognized library and information technology
program. Personal members have the right to vote, hold office and
serve on committees.
b)
Student: Student of a recognized library and information technology
program. Student members have the right to vote, hold office and
serve on committees.
c)
Associate: Persons who do not qualify as personal or student members but have
an interest in libraries or NSALT. Associate members have the right
to serve on committees and vote. They may not hold office.
d)
Institutional: Libraries or organizations who employ those who have an
interest in library technicians. Institutions have the right to
vote.
e)
Joint membership: Personal and associate members may join NSLA and NSALT
for a joint rate. This rate is
reviewed by the Executive Committee each year.
7.2 Persons are
admitted to the Association upon payment of membership fees. Their names should be entered into a
membership database.
7.3 Fees
The membership
fees shall be set by the Executive and subject to the approval of
the general membership of the Association.
7.4 Members are
entitled to vote at the Annual General Meeting, discount rates at the
conference and professional development opportunities, serve on
committees and some may serve on the Executive.
7.5 Membership
year
The membership
year shall run one year from date of receipt of fees.
7.6 Status
All members
shall be in good standing except a member who has failed to pay the
current membership fee.
7.7 Membership
in the Association shall cease due to death of a member, written
resignation of membership, if the member fails to pay current membership
fees, or if the member fails to qualify in accordance with these by-laws.
7.8 The number
of members of the Association is unlimited.
7.9 All members
in good standing of the Association shall be entitled to attend any
meeting and vote at any of these meetings.
7.10 Membership
within the Association is non transferable.
Article VIII –
Affiliation
8.1
The Association may become affiliated or associated with other
Associations whom have similar objectives.
Article IX – Election
of Officers/Directors
9.1
Nominating Committee – The committee shall consist of three members
with the Past President as the chair.
The other two members shall be appointed by the Executive.
9.2
Nominations may be accepted in writing prior to the Annual General
Meeting. The nominations must be signed
by both the nominee and the nominator.
9.3
Nominations may be accepted from the floor at the Annual General
Meeting. If more than one person
has been nominated for a position then an election by secret ballot will
take place. The parliamentarian will
appoint tellers to count the votes.
Article X
– Meetings
10.1 An
annual general meeting shall be held each year between March 1
and March 31. The notice of the annual general
meeting shall appear in the Association newsletter issue immediately
preceding the meeting, sent to members on the Association email
distribution list and posted on the Association web site.
10.2 Regular
meetings of the Executive Committee shall take place quarterly.
10.3 At the
regular meetings, fifty percent of the Executive constitutes a quorum.
10.4 Special
meetings may be called by a member of the Executive. No business shall take place except
that mentioned in the notice of call.
Notice of the meeting must be sent to the membership at least ten
days , and include time and location, in advance of the meeting. An email sent on the NSALT mailing list
and notice on the Association web site will serve as appropriate
notification.
10.5 Quorum at a
special meeting shall be fifty percent of the Executive Committee.
10.6 Members may
vote at the Annual General Meeting only if they are in good standing with
the Association. All membership
dues should be paid prior to the start of the meeting.
Article XI – Annual
General Meeting
11.1
An annual general meeting shall be held each year between March 1 and
March 31.
11.2
Notice of time, date and location of the Annual General Meeting shall be
given to members 21 days before the meeting.
11.3 At the Annual General Meeting,
quorum shall be twenty percent of members.
11.4
Voting shall take place by a show of hands.
11.5
Those members in good standing only can vote at the Annual General
Meeting.
Article XII –
Amendment
12.1
The amendment of the By-Laws shall be by special resolution. Notice of the special resolution shall
be made to all members 21 days in advance of the Annual General
Meeting. Resolution must be passed
by a majority of not less than two thirds of the membership.
Article XIII – Rules
of Order
13.1
Meetings of the Association shall be governed by The
Standard Code of Parliamentary Procedure by Alice Sturgis.,
latest addition.
Article XIV –
Electronic Meetings
14.1
The Executive may hold meetings by electronic means provided all members
of the Executive consent. All such
meeting shall be conducted in accordance with the Association’s
by-laws.
Article XV
– Fiscal year
The fiscal
year of the Association shall be from March 1 – February 28
Article XVI
– Power of Executive Officers/Directors
The Executive Officers/Directors are responsible for the management
of the Association. The officers
may exercise all powers and authorities given to them by the by-laws.
Article XVII
– Financial Review
17.1 A person who will review the financial records of the
Association shall be appointed annually at the Annual General Meeting.
17.2 The Association shall provide members with a written report on
the financial position of the Association. The report shall contain a balance
sheet and operating account. The reviewer shall provide members with a
written report and state whether the balance sheet is full, fair and
properly drawn up. A copy of the
balance sheet, shall be filed with the Registry of Joint Stocks within
fourteen days after the annual general meeting.
Article XVIII
– Registry of Joint Stocks
18.1 The Association shall file with the Registry of Joint Stocks
with its annual statement a list of officers including addresses,
occupations and date of appointment with the Registry of Joint Stocks
within fourteen days of any changes.
18.2 The Executive Committee shall file copies of all resolutions,
motions and amended by-laws with the Registry within fourteen days of the
annual general meeting.
Article XIX
– Miscellaneous
19.1 The books, minutes of proceedings and records of the Association
are prepared and maintained by the Secretary.
19.2 The seal of the Association shall be in the custody of the
Secretary and may be affixed to any document upon resolution of the
Executive Committee.
19.3 The borrowing powers of the Association may be exercised by
special resolution of the members.
19.4 Contracts, deeds, bills of exchange and other instruments and
documents may be executed on behalf of the Association by the President
or Vice-President and the Secretary or as prescribed by resolution of the
Executive Committee.
19.5 The records of the Association may be reviewed by any member
of the Association at an agreed upon time within two days prior to the
annual general meeting.
Article XX – Conflict
of Interest and Director’s Remuneration
20.1
Directors/officers who have, or could reasonable be seen to have, a
conflict of interest have a duty to declare this interest. The declaration should be made to the
members
a. upon nomination, and
b. if serving as a
director/officer, when the possibility of a conflict is realized.
20.2
A conflict of interest does not prevent a member from serving as a
director/officer provided that he/she withdraws from the decision making
on matters pertaining to that interest.
The withdrawal should be recorded in the minutes.
20.3
Directors/officers shall serve without remuneration and shall not receive
any profit from their positions.
However, a director/officer may be paid reasonable expenses
incurred in the performance of his/her duties.
Article XXI - Dissolution
In
the event of dissolution of the Association, the Executive shall, after
paying all debts and liabilities of the Association, distribute the
remaining assets to an Association with similar purposes.
Standing Orders
1. Committees
1.1 The Executive shall examine the job
descriptions and terms of reference of all committees.
1.2 The President shall be an ex-officio
member of all committees.
1.3 The chairperson of each committee is
referred to as “convener”.
The convener chairs committee meetings.
1.4 All conveners of committees shall receive
notice of Executive meetings. They
may attend the meeting as observers, giving a report of their committee
activities. They shall receive
minutes of the meetings.
2. Executive Committees
2.1 Membership
The terms of reference
for the membership committee shall include:
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To recruit new members.
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To compose and send welcome or renewal notices.
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To keep the membership database current.
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To prepare regular reports for the Executive meetings.
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To prepare a report for the Annual General Meeting.
2.2 Newsletter
The
terms of reference for the newsletter committee shall include:
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To prepare a regularly scheduled quarterly newsletter.
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To establish contacts with libraries, library staff, the NSCC Library
and Information Technology Program and library-related associations for
the collection of information for the newsletter.
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To prepare a report for the Executive meetings.
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To prepare a report for the Annual General Meeting.
2.3 Conference Program
The
terms of reference for the conference program committee shall include:
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To organize all aspects of the annual conference.
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To provide quarterly updates to the Executive Committee.
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To maintain financial records pertaining to the conference.
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To provide the Executive Committee with a conference summary
report, including a detailed financial statement, within 60 days of the
end of the conference.
3. Interest
Groups
3.1 To establish an interest group, a minimum
of three NSALT members in good standing are required to receive official
status from the Executive
3.2 All interest groups report to the Vice
President.
3.3 Interest groups provide a forum for
special interests for NSALT members.
3.4 Programming time is available at the
annual conference by submitting a formal request to the conference
programming committee.
3.5 Interest groups may make an application
for funding from the Executive. A
detailed financial report is required.
3.6 An annual report must be submitted to the
Vice President prior to the Annual General Meeting.
October
24, 2009
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