Constitution of the Northwest Territories Library Association
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By-Laws
- Article I: Membership
- Article II: Finance
- Article III: Association Officers
- Article VI: Meetings
- Article V: Quorum
- Article VI: Committees
- Article VII: Special Interest Groups
- Article VIII: Chapters
- Article IX: Audit
- Article X: Borrowing Powers
- Article XI: Seal Signing Authority
- Article XII: Constitution and By-Laws
- Article XIII: Disolution
ARTICLE I
The name of the Association is the Northwest Territories Library Association.
ARTICLE II: OBJECTIVES
The objectives of the Association are:
To promote and facilitate the exchange of ideas, problems, and solutions among people concerned with library service in all geographic areas of the Northwest Territories;
To stimulate and foster interest in the use of libraries and in the preservation of archival material;
To recommend policies for the development and provision of library services to the appropriate official bodies;
To provide professional advice and assistance to all those engaged in the dissemination of information;
To encourage members? participation in professional development;
To foster communication with similar organizations throughout Canada and elsewhere;
To promote intellectual freedom in the Northwest Territories.
ARTICLE III: LOCATION OF BUSINESS
The business of the Association shall be conducted chiefly in Yellowknife.
BY-LAWS
ARTICLE I: MEMBERSHIP
DEFINITION OF MEMBERSHIP
1.1 Membership in the Association shall be open to any person interested in the aims and objectives of the Association.
APPLICATION FOR MEMBERSHIP
1.2 Individuals, institutions, and organizations wishing to enrol as members of the Association may do so upon application for membership and payment of the required fees. An institutional member will be required to designate one person as its representative.
TYPES OF MEMBERSHIP
1.3 Individual Membership:
Individual membership shall be open to any person interested in the aims and objectives of the Association.
1.4 Institutional Membership:
Institutional membership shall be open to any library, association or other organization wishing to support the aims and objectives of the Association.
1.5 Honourary Membership:
Honourary membership may be conferred upon persons whom the Association deems to have distinguished themselves in the support of library services in the Northwest Territories. Payment of fees is waived for Honourary members. Honourary members may become Individual members upon payment of the appropriate fee.
MEMBERSHIP PRIVILEGES
1.6 All members shall have the following rights and privileges, and the rights and privileges of institutional members shall be conferred on their duly designated representative:
1.6.1 the right to vote. Institutional representatives who are also Individual members will have the right to exercise one vote on behalf of the body represented and one vote on behalf of themselves;
1.6.2 the right to receive the official membership publication of the Association;
1.6.3 the right to nominate for executive positions;
1.6.4 the right to serve on committees;
1.6.5 such other benefits and services as the Association may establish.1.7 Individual members shall have the right to hold executive positions.
TERMINATION OF MEMBERSHIP
1.8 A member may withdraw from the Association at any time by submitting notice in writing to an executive officer or by non-payment of annual dues. Resigning members shall not be entitled to any rebate of membership fee. The membership shall be deemed to have been terminated on the date of receipt of the letter by the executive officer.
1.9 A member whose conduct is inconsistent with the objectives of the Association may be expelled by a resolution supported by a majority of the officers of the Association.
ARTICLE II: FINANCE
FISCAL AND MEMBERSHIP YEARS
2.1 The fiscal and membership years of the Association shall begin on January 1 and end on December 31 of the same year.
FEES
2.2 The annual membership fees shall be determined by a majority vote at the Annual General Meeting. Any fee schedule changes shall take place the following year.
2.3 All fees shall be due and payable on the first of January.
ARTICLE III: ASSOCIATION OFFICERS
GOVERNING BODY
3.1 The Association shall be governed by the Executive. The Executive shall, subject to the By-laws or directions given it by a majority vote at any member’s meeting properly called and constituted, have full control and management of the affairs of the Association.
COMPOSITION OF THE EXECUTIVE
3.2 The following shall constitute the Executive or officers of the Association:
3.2.1 President
3.2.2 Vice President/President Elect
3.2.3 Secretary or 3./4. Secretary/Treasurer
3.2.4 Treasurer
3.2.5 Continuing Education Coordinator
3.2.6 Past President
ELECTION OF EXECUTIVE
3.3 The Executive shall be elected from those names submitted by the Nominations Committee, providing that all candidates so named are qualified to run and have consented to their candidacy.
3.4 It is the responsibility of the Nominations Committee to solicit nominations for the officer positions 6 (six) weeks prior to the Annual General Meeting.
3.5 Officers shall be elected by a majority vote carried out at the Annual General Meeting.
3.6 Ballot must be received by the Nominations Committee or persons selected by such for this purpose, at least one working day before the Annual General Meeting.
3.7 The members in good standing shall elect year:3.7.1 a Vice President/President Elect
3.7.2 a Secretary or 2./3.Secretary/Treasurer
3.7.3 a Treasurer
3.7.4 a Continuing Education Coordinator
TERM OF OFFICE
3.8 Officers shall hold office for one year and shall be eligible for re-election.
3.9 Officers shall take office at the close of the Annual General Meeting at which their election was announced and shall hold office until the close of the Annual General Meeting at which their successors? election is announced.
3.10 Should a vacancy occur in any office except Past President, the Executive shall have the power to appoint a person to fill the office for the rest of the term, with the exception of the office of President, which shall be filled by the Vice-President.
3.11 Written notice of a resignation from the Executive must be submitted to the President.
3.12 A resolution for removal of an officer for just cause must be passed by a majority vote of remaining members present at a meeting of the Executive.
DUTIES OF THE EXECUTIVE
3.13 President
The President shall, when present, preside at all meetings of members and the Executive and shall be, ex officio, a member of all Committees of the Association, except the Nominations Committee. At any meeting, the President shall have the deciding vote in the event of a tie. The President is the official representative of the Association to other bodies. The President shall prepare an annual report for presentation at the Annual General Meeting and for inclusion in meeting materials.
3.14 Vice-President
The Vice-President shall normally serve the first year after election as Vice-President, the second year as President and the third year as Past President. The Vice-President shall assume the duties of the President in the President’s absence and shall perform such other related duties as may be assigned by the President or the Executive.
3.15 Secretary
The Secretary shall keep records of all meetings, shall have charge of all the correspondence of the Association, other than financial, shall maintain all Association files, and shall distribute such minutes to all members with the exception of Executive minutes. The Secretary shall file all documents necessary to the qualification of the Association as a society with the Registrar of Societies including the annual financial statement, Notice of Directors, and any resolutions, extra-ordinary resolutions and changes of address according to the forms and schedules as required by the Registrar. The Secretary shall perform such other related duties as may be assigned by the President or the Executive.
3.16 Treasurer
The Treasurer shall collect all monies received by or on behalf of the Association and shall deposit all such monies in the Association bank account. The Treasurer shall properly account for the receipt and disbursement of the funds of the Association and keep such books as may be directed and shall periodically present full detailed accounts of receipts and disbursements to the Executive. A financial statement shall be prepared for the Annual General Meeting and be given to the Secretary in the form required by the Registrar. The Treasurer is the Chair of the Membership Committee. The Treasurer shall perform such other related duties as may be assigned by the President or the Executive.
3.17 Continuing Education Coordinator
The Continuing Education Coordinator shall organize workshops, lectures, conferences and classes on behalf of the membership, and shall perform other duties as may be assigned by the President or the Executive.
3.18 Past President
The Past President is responsible for ensuring continuity between the past year and the current year, for chairing the Nominations Committee, for devising a long term plan for the Association specifying goals and objectives, for tabling annual plans relating to the long term plan, and for such other related duties as may be assigned by the President or the Executive.
REMUNERATION
3.19 No remuneration shall be paid to any officer in respect to holding office in the Association.
HONOURARIA
3.20 An honourarium may be paid to anyone conducting a continuing education workshop or course on behalf of the Association. Whether an honurarium shall be paid and its amount shall be determined by the Executive.
ARTICLE IV: MEETINGS
ANNUAL GENERAL MEETING
4.1 The Annual General Meeting of the Association shall be held no sooner than 30 days after the fiscal year end.
EXECUTIVE MEETINGS
4.2 Regular meetings of the Executive shall be held as often as may be required, and shall be called by the President. The Executive may conduct its business via telecommunications provided a quorum participates.
GENERAL MEETINGS
4.3 General Meetings may be called at the discretion of the Executive or upon written request of any five voting members in good standing, setting forth reasons for calling such meeting.
SPECIAL MEETINGS
4.4 Special meetings may be called by the President upon receipt of a written request of any two members in good standing, setting forth reasons for calling such meeting. Notice shall be by telephone or in writing, not less than three working days before the meeting. Such notice shall apply to the meeting indicated and be made by members of the Executive.
NOTICE
4.5 Notice in writing of the Annual General Meeting and General Meetings shall be given to members in good standing at least 4 weeks in advance of the meeting.
VOTING
4.6.1 Voting at meetings shall be by show of hands, proxy, and/or by ballot.
4.6.2 Members in good standing present may vote by show of hands; members in good standing unable to attend may vote by proxy or ballot.
4.6.3 Every question at a meeting shall be decided by a majority of the votes cast on the question. In the event of an equality of the votes of any question, the Chair shall be entitled to a casting vote.
ARTICLE V: QUORUM
For the Annual General Meeting, a quorum shall be eight voting members, including proxy votes.
5.1 For a meeting of the Executive, a majority shall constitute a quorum.
5.2 For a general meeting, a quorum shall be five voting members, including proxy votes.
ARTICLE VI: COMMITTEES
6.1. The Association shall have Standing Committees and other Committees as appointed. Each committee will be governed by the following guidelines:
6.1.1 Committees shall be appointed by the Executive as deemed necessary. The Committees will normally be discharged when their tasks are completed.
6.1.2 Committees shall report to the Executive.
6.1.3 Chairs shall be responsible for ensuring that the members of their committees are individual members or are representatives of institutional members in good standing.
6.1.4 Committee records shall be filed with the Secretary.
6.1.5 Committee shall prepare an annual report for presentation at the Annual General Meeting.
STANDING COMMITTEES
Nominations Committee
6.2 The Nomination Committee shall be chaired by the Past President and consist of at least two members in good standing who are chosen by the Past President.
6.3 The Nominations Committee shall be responsible for:
6.3.1 soliciting nominations for the various positions on the Executive and for Honourary Memberships;
6.3.2 preparing and distributing data on each nominee, if there is more than one nominee for a position;
6.3.3 preparing, distributing, gathering, and counting the ballots and/or votes;
6.3.4 announcing the results of the election at the Annual General Meeting.
Membership Committee
6.4 The Membership Committee shall be chaired by the Treasurer and be responsible for:
6.4.1 soliciting, receiving, and processing membership applications;
6.4.2 maintaining appropriate membership records;
6.4.3 any other related duties designated by the President or the Executive.
ARTICLE VII: SPECIAL INTEREST GROUPS
7.1 Special Interest Groups may be established by the Executive upon request of five or more Individual members interested in a subject or activity related to libraries.
7.2 Special Interest Groups may:
7.2.1 submit to the Treasurer and outline of proposed programs and funding required for the year.
7.3 Special Interest Groups shall:
7.3.1 file all Interest Group records with the Secretary;
7.3.2 report to the Executive as required;
7.3.3 prepare annual reports for presentation to the Annual General Meeting.
ARTICLE VIII: CHAPTERS
8.1 Chapters may be established by the Executive upon request of three or more Individual members.
8.2 Chapters may:
8.2.1 submit to the Treasurer an outline of proposed programs and funding required for the year.
8.3 Chapters shall:
8.3.1 file all Chapter records with the Secretary;
8.3.2 report to the Executive as required;
8.3.3 prepare annual reports for presentation to the Annual General Meeting.
ARTICLE IX: AUDIT
9.1 The annual financial statement shall be audited by two persons other than the Treasurer who shall be appointed by the membership.
9.2 The books and records of the Association may be inspected by the membership at the Annual General Meeting or upon written request to the President.
ARTICLE X: BORROWING POWERS
10.1 The Executive may, by majority vote, borrow funds for the current operations of the Association, but the total of funds shall not, at any time, exceed one-half of the Association's revenues in the preceding fiscal year.
10.2 The Executive may, with the approval of a majority of the members present at a special meeting or the Annual General Meeting, borrow funds for capital expenditures.
ARTICLE XI: SEAL SIGNING AUTHORITY
11.1 The Seal of the Association shall consist of the word "SEAL" in a circle formed by the words "Northwest Territories Library Association".
11.2 The Seal shall be under the control of the Executive, and the responsibility for its custody shall be an officer as designated by the Executive.
11.3 The Seal shall be affixed to any instrument or document only on the authority of a resolution of the Executive.
11.4 Cheques must be signed by any two members of the Executive.
ARTICLE XII : CONSTITUTION AND BY-LAWS
12.1 The Constitution and By-laws of the Association may be rescinded, altered, or added to at the Annual General Meeting or by extra-ordinary resolution of the Association and not otherwise, but no such rescission, alteration or addition has any effect until it has been registered by the Registrar of Societies.
12.2 Proposed amendments may be suggested to the Executive up to three months before an annual general meeting. These proposals must be circulated to all members at least one month before the Annual General Meeting. All concerns of these proposed amendments shall be discussed at the Annual General Meeting where their final forms will be adopted.
ARTICLE XIII: DISOLUTION
13.1 Should the Association wind-up or dissolve, the Executive serving at the time of the winding-up or the dissolution shall have complete discretion over the distribution of any remaining funds to charities of its choice.
