Greater Edmonton Library Association By-laws
Bylaw 1: Membership
Bylaw 2: Annual Fees
Bylaw 3: Officers
Bylaw 4: Elections and Terms of Office
Bylaw 6: Reports
Bylaw 7: Meetings of the Association
Bylaw 8: Affiliated Association
Bylaw 9: Executive Committee Meetings
Bylaw 10: Procedure
Bylaw 11: Borrowing Powers
1.1 Members shall be classified as follows:
1.2 Personal members. (Anyone engaged in library work in any capacity and anyone interested in the objectives of the Association may become a personal member).
1.3 Institutional members. (Libraries, corporations and other interested organizations may become institutional members).
1.4 Student members. (Any bona fide student enrolled in a secondary or post-secondary program).
1.5 Honourary members. (Such members may be nominated by the Executive Committee who shall request ratification by a majority of the members at the next Annual General Meeting).
1.6 Any member wishing to withdraw from membership may do so upon a notice in writing to the Executive Committee through the Secretary. If any member is in arrears for fees or assessments for any year, such member shall be automatically suspended at the expiration of six (6) months from the end of such year and shall thereafter be entitled to no membership privileges or powers in the Association until reinstated. Any member, upon a two-thirds vote of all members of the Association in good standing, may be expelled from membership for any cause which the Association may deem reasonable.
1.7 Rights of members: any member of the Association may attend regular and special meetings of the general membership of the Association. Any member who has not withdrawn from membership nor been suspended may run for an Executive Office. Any member may attend Association programs at the preferred membership rate. Institutional members may designate one attendee at the membership rate.
1.8 Obligations of members: members of the Association should attend the Annual General Meeting of the Association.
2.1 Membership fee, if any, in the Association shall be determined from time to time, by the members at a General Meeting.
2.2 The Association year shall begin on January 1st and end on December 31st of the following year.
3.1 The Past President shall be the immediately retired President and shall be an ex officio member of the executive.
3.2 It shall be the duty of the President to preside at all meetings of the Association, and of the Executive Committee. The President shall chair the Professional Development Grant Committee, and shall be, ex officio, a voting member of all committees of the Association.
3.3 The Vice-President shall, in the absence of the President, preside at any such meetings and, in the absence of both, a Chairperson may be elected by the meeting to preside thereat. The Vice President shall also be the Chair of the Nominations Committee.
3.4 The Secretary shall keep accurate records of all meetings of the Association and of the Executive Committee, and shall have custody of the minutes, the correspondence, reports and other similar property of the Association and of the Executive Committee, and shall send out all official notices as the President or the Executive Committee shall direct. In the case of the absence of the Secretary, the duties of the office shall be discharged by such officer as may be appointed by the Executive Committee. The Association shall have no seal.
3.5 The Treasurer shall receive all monies paid to the Association and shall be responsible for the deposit of same at whatever bank the Executive Committee may order. The Treasurer shall properly account for the funds of the Association and keep such books as may be directed. The Treasurer shall present a full detailed account of receipts and disbursements to the Executive Committee whenever requested and shall prepare for submission to the Annual General Meeting a statement duly audited as hereinafter set forth of the financial position of the Association. The office of the Secretary and Treasurer may be filled by one person if any Annual General Meeting for the election of officers shall so decide.
3.6 There shall be five councillor officers; each shall be responsible as follows:
- a) One (1) Membership Councillor – to keep a record of all members of the Association and their addresses and collect and receive the annual dues or assessments levied by the Association, such monies to be promptly turned over to the Treasurer for deposit in a chartered bank as required.
b) One (1) Publicity Councillor.
c) Two (2) Program Planning and Social Event Councillors.
d) One (1) Webmaster.
3.7 Any two of the Treasurer, the President, or the Secretary shall together constitute the signing authority of the Association.
3.8 Any Executive Committee Officer who shall be absent for two or more Executive Meetings without just cause, or, for any reason should be unable to complete the term of office, shall be replaced by a member appointed by the Executive Committee to assume the responsibilities for the remainder of the term.
3.9 Unless authorized at any meeting and after notice of the same shall have been given, no officer or member of the Association shall receive any remuneration for his/her service. Officers shall pay the full fees required to attend events; fees or a portion of fees will not be waived at anytime.
4.1 Elections shall take place at the Annual General Meeting. Terms of office shall begin at the joint meeting of the out-going and in-coming Executive Committees.
4.2 In order to prepare a slate of nominees for the new Executive Committee, a Nominating Committee shall be appointed by the Executive Committee at least two (2) months before the Annual General Meeting at which meeting any member of the Association may make additional nominations from the floor.
4.3 Every effort shall be made by the Nominating Committee to ensure that two more names of personal members are brought forward for each office.
4.4 Elections shall be conducted by secret ballot. A single ballot shall list alphabetically the candidates for each position leaving space for nominations from the floor.
4.5 The Nominating Committee shall have charge of the counting and tabulation of the votes cast.
4.6 The candidate receiving the largest number of votes for each office shall be elected. In the event of a tie, the President’s ballot, which normally will not be counted, will be used to break a tie.
4.7 The chairperson of the Nominating Committee shall announce the names of the successful candidates.
4.8 No member of the Association shall serve on the Executive Committee, in any capacity, for more than four (4) consecutive terms of office.
5.1 The Executive Committee or any member of the Association must give notice of the motion of proposed amendments to the bylaws in writing to the Secretary at least four (4) weeks prior to the date of the Annual General Meeting or a Special Meeting so that members may be notified twenty-one (21) days prior to such meeting.
5.2 The bylaws may be rescinded, altered or added to by a “Special Resolution” adopted by seventy-five per cent (75%) of the members entitled to vote as are present at the Annual General Meeting or at a Special Meeting called for that purpose.
6.1 The Annual Reports of the President, Treasurer, and Chairperson of the Nominating Committee shall be presented at the Annual General Meeting, and shall be filed with the Secretary.
6.2 Chairperson of special committees and the councillors in charge of program planning, social events, membership, and publicity shall file written reports with the Secretary at least one (1) month before the Annual General Meeting.
6.3 The books, accounts and records of the Association shall be audited at the close of each fiscal year by two (2) members of the Association elected for that purpose at the Annual General Meeting. An interim report shall be submitted to the Annual General Meeting by the Treasurer of the Association, this report to cover the Association’s expenditure up to the time of the Annual General Meeting of the Association. The books and records of the Association may be inspected by any member of the Association at the Annual General Meeting or upon giving reasonable notice an arranging a time satisfactory to the officer having charge of them. The fiscal year shall be April 1 to March 31 of the following year.
7.1 There shall be an Annual General Meeting of the Association within the membership year, at such time and place as may be decided by the Executive Committee, and the Secretary shall send notice to each member at least one (1) month before the Annual General Meeting.
7.2 Special meetings of the Association may be called by the Executive Committee or at the request in writing of ten (10) or more members. Twenty-one (21) days notice of such special meetings shall be given, and the purpose of the meeting specified.
7.3 Ten percent of the total membership excluding honourary members based on the most recent Membership Councilor’s report shall constitute quorum at any Annual General Meeting or Special Meeting of the Association and in the event that quorum is not present within thirty (30) minutes after the time called for a meeting, the meeting shall stand adjourned to a time and place determined by the President, and quorum at any such adjourned meeting shall be those members present at such adjourned meeting provided that in no case can any meeting be held unless there are two (2) members present.
7.4 In the case of a tie, the presiding Chairperson shall cast the deciding vote.
7.5 Any member who has not withdrawn from membership nor has been suspended nor expelled as herein provided shall have the right to vote at any meeting of the Association. Such votes must be made in person or by proxy.
8.1 This Association may become affiliated or associated with other organizations to advance the interest of libraries and information services. By mutual agreement, arrangements may be made for an exchange of non-voting representatives at all meetings of these organizations.
8.2 Such affiliations shall be instituted by the Executive Committee, or at the request of ten (10) or more members and shall be voted upon at the next meeting of the Association.
9.1 One (1) meeting shall be called at least one (1) month prior to the Annual General Meeting, and one (1) meeting no later than one (1) month after the Annual General Meeting which is to be a joint meeting of the out-going and in-coming Executive Committees. As many other meetings may be called as is felt necessary.
9.2 The Executive Committee shall meet at the call of the President or at the request of any two (2) members of the Executive Committee.
9.3 Members of the Executive Committee shall be notified of the meetings and the purpose of such meetings at least one (1) week in advance.
9.4 Minutes of the Executive Committee meetings shall be sent out to each member of the Committee.
9.5 A majority of the voting members of the Executive Committee shall constitute a quorum.
10.1 Procedures not covered in the Association’s Application and By-laws shall be covered by the latest available edition of Bourinors Rules of Order.
11.1 For the purpose of carrying out its objectives, the Association may borrow, raise or secure the payment of money in such manner as it thinks fit and, in particular, by the issue of debentures, but this power shall be exercised only under the authority of the Association, and in no case shall debentures be issued without the sanction of a special resolution of the Association.
Last Amended: Annual General Meeting, 2013