Library and Information Association of South Africa Constitution
CONTENTS
PREAMBLE ...........................................................................................................1
CONSTITUTION
Article I : Name .......................................................................................................2
Article II : Status ......................................................................................................2
Article III : Vision .....................................................................................................2
Article IV : Mission ...................................................................................................2
Article V : Aims ........................................................................................................2
Article VI : Powers of the Association .......................................................................3
Article VII : Governance ...........................................................................................3
Article VIII : Membership .........................................................................................4
Article IX : Meetings .................................................................................................4
Article X : Eligibility for Election, Voting rights, Terms of office and
Disqualification .....4
Article XI : Representative Council ............................................................................5
Article XII : Executive Committee of Representative Council ......................................6
Article XIII : Committees ..........................................................................................7
Article XIV : Branches ..............................................................................................7
Article XV : Interest Groups ......................................................................................7
Article XVI : Finance .................................................................................................8
Article XVII : Rules ...................................................................................................8
Article XVIII : Amendments ......................................................................................8
Article XIX : Dissolution ............................................................................................8
PREAMBLE
WHEREAS, we the Library and Information Service (LIS) workers of
South Africa,
· determined to build a united and democratic association to take its
rightful place in the broader family of international LIS
organizations;
· noting with sensitivity the divisions of the past;
· affirming that equitable and unrestricted access to basic information,
including government produced information, is a fundamental
right in a democratic society;
· recognising the power of information and information technology in establishing
a society based on democratic values, social justice and fundamental
human rights;
· committing ourselves to the redress of past imbalances and the provision
of quality library and information services to promote and
support information literacy;
· supporting the constitutional right to the Freedom of Association;
AND WHEREAS WE BELIEVE that the free flow of information is essential
for reconciliation, reconstruction and nation building, and are therefore
committed to a united association which is democratic, inclusive, effective
and assertive;
NOW THEREFORE, the following provisions are adopted as the constitution
of Library and Information Association of South Africa (LIASA)
CONSTITUTION
ARTICLE I: NAME
The name of the Association is Library and Information Association of
South Africa (LIASA); hereinafter called the Association.
ARTICLE II: STATUS
The Association is a voluntary association which represents persons engaged
or interested in library and information services (LIS) in South Africa;
it is a body corporate with perpetual succession capable of entering into
contractual and other relations and of suing and being sued in its own
name, and shall be an association not for gain.
ARTICLE III: VISION
The Association strives to unite, develop and empower all people in the
library and information field into an organization that provides dynamic
leadership in transforming, developing and sustaining library and information
services for all the people in South Africa.
ARTICLE IV: MISSION
The Association advocates and supports the provision of efficient, user-oriented
and excellent library and information services that aspire to equitable
access to information for all communities (literate and illiterate) in
South Africa; to this end, the Association represents the interests of
and promotes the development and image of library and information workers
and agencies.
ARTICLE V: AIMS
In fulfilling its vision and mission, the aims of the Association are
to:
5.1 promote the transformation of LIS into equitable and accessible services
for all the people in South Africa;
5.2 unite all persons engaged or interested in library and information
work and to actively safeguard and promote their dignity, rights and socio-economic
status;
5.3 support and promote the democratic rights of LIS workers in their
endeavour to create, acquire, organise and disseminate information without
interference;
5.4 promote and provide education and training of LIS workers in co-operation
with other institutions;
5.5 promote an ethical delivery of LIS to all the people in South Africa
through a code of conduct for its members;
5.6 publicly recognise the contributions and achievements of members;
5.7 engage in, promote, facilitate and encourage activities including
meetings, conferences and publications that will result in networking
among members, and contact and liaison with the broader LIS sector;
5.8 encourage promotion of service standards and acceptable good practice
especially extending services to disadvantaged/unserved communities;
5.9 facilitate and promote research and development in LIS;
5.10 act as one voice, to market, to lobby for and to represent the LIS
sector at local, provincial, national and international levels on all
aspects of LIS, including legislation;
5.11 facilitate cooperative activities within the broad LIS sector;
5.12 engage in any other activities that will promote the interest of
LIS and LIS workers.
ARTICLE VI: POWERS OF THE ASSOCIATION
The powers of the Association are to:
6.1 establish and dissolve the Representative Council, create and dissolve
branches and interest groups and determine the composition thereof from
time to time;
6.2 take such steps as may be necessary, to safeguard and improve conditions
of service of its members active in the LIS field;
6.3 take such steps as may be necessary to promote the professional development
of its members and to make representations on their behalf whenever the
Association deems it necessary or expedient to do so;
6.4 affiliate to or take up membership of any federal, national or international
LIS or related organisations, provided that neither the Association nor
any of its branches, interest groups or committees shall affiliate to
any cultural, religious, social or political organisation;
6.5 offer affiliation to other LIS or related organisations;
6.6 determine from time to time the annual fees or any special levies
payable by its members and the date of payment thereof;
6.7 utilise, invest and dispose of its funds in such a manner as may from
time to time be decided upon;
6.8 regulate the holding of and procedure at its meetings;
6.9 acquire, hire, let, hold or dispose of property and equipment, borrow
money against security of the Association's assets including mortgage
bonds on fixed property and accept and administer any trust or donation;
6.10 undertake, subsidise or otherwise support the publication of journals,
newspapers and other publications;
6.11 appoint such personnel and auditors as may be necessary;
6.12 make provision for medical aid schemes, provident/pension funds and
other benefits for its personnel;
6.13 negotiate for group schemes and other benefits for its members which
the Association may deem necessary or desirable from time to time;
6.14 organise and administer conventions, seminars, training courses and
the like for its members, or the public in general;
6.15 generally do all things deemed necessary or expedient in order to
achieve its aims.
ARTICLE VII: GOVERNANCE
Management of the Association is vested in the membership which acts as
its legislative authority at the Annual General Meeting (AGM). The AGM
mandates the Representative Council as its highest executive organ to
act on behalf of the Association and carry out its resolutions within
the powers granted to it.
RTICLE VIII: MEMBERSHIP
8.1 The Association welcomes as members any persons or institutions engaged
or interested in library and information services and/or library and information
science that subscribe to its constitution.
8.2 Membership exists in the following categories:
8.2.1 individual
8.2.2 institutional
8.3 The above categories can be further sub-divided as determined by the
AGM from time to time and provided for in the Rules of the Association.
8.4 All members shall pay fees as determined by the AGM from time to time.
Members are only entitled to enjoy the benefits of membership if membership
fees have been paid to date.
8.5 Continued membership will be subject to the Rules of the Association.
ARTICLE IX: MEETINGS
9.1 The Annual General Meeting (AGM) of the Association is held at a place
and time determined by the previous AGM.
9.2 All paid-up members will be given at least two months' notice of the
agenda of the AGM and will be entitled to attend and vote at such meeting.
9.3 If an individual member is unable to attend the AGM, he/she may mandate
another member by way of written proxy, to vote on his/her behalf at the
AGM.
9.4 A Special General Meeting of members:
9.4.1 may be called by the majority of the Representative Council if circumstances
require it;
9.4.2 shall be called at the written request of twenty five (25) members
who have submitted such a request to the Representative Council of the
Association with a clear indication of the purpose of that particular
meeting.
9.5 A quorum at the AGM and all Special General Meetings, unless otherwise
specified in the constitution shall be 10% of all members entitled to
vote, the quorum being made up of members who are present in person or
by written proxy.
9.6 If a quorum is not present within thirty minutes of the advertised
time of the above meetings, the meeting shall be adjourned for thirty
minutes, and those members present at such an adjourned meeting shall
constitute a quorum thereat, irrespective of their number and may transact
the business of the meeting.
9.7 The procedure for the holding of the above meetings, as well as any
other meetings held by the Association or its organs, shall be determined
from time to time and reflected in the Rules of the Association.
ARTICLE X: ELIGIBILITY FOR ELECTION, VOTING RIGHTS, TERMS OF OFFICE AND
DISQUALIFICATION
10.1 All paid-up individual members of the Association are eligible for
nomination as office bearers and members of the Representative Council.
Eligibility for nomination to branch and interest group committees will
be provided for in the Rules of the Association.
10.2 Each paid-up member of the Association shall be entitled to vote
for the Office Bearers and Public Relations Officer of the Representative
Council. Eligibility to vote for committee members of branches and interest
groups will be provided for in the Rules of the Association.
10.3 The term of office of elected members shall be two years. All members
shall be eligible for re-election, provided that Office Bearers may not
serve more than two consecutive terms in a specific office.
10.4 An elected member shall automatically vacate office if:
10.4.1 such member's estate is sequestrated;
10.4.2 such member is absent for more than two consecutive ordinary meetings
of the Representative Council or committee without leave of that body;
10.4.3 such member ceases to be a member of the Association;
10.4.4 such member resigns as a member of the body in question;
10.4.5 such member is convicted of a serious criminal offence;
10.4.6 such member is certified as being mentally ill.
10.5 An elected member may be removed from office, subject to 10.6 and
10.7 below, if:
10.5.1 he/she infringes any of the provisions of the Constitution;
10.5.2 he/she acts in a manner which is detrimental to the interest of
the Association.
10.6 No elected member may be removed from office unless he/she has been
afforded an opportunity to state his/her case personally to the body proposing
the removal of that elected member.
10.7 An elected member who has been removed from office and who is dissatisfied
with the decision shall have the right of appeal as follows:
10.7.1 in the case of a committee member of a branch or a committee of
the Representative Council or interest group, to the Representative Council.
Notice of appeal shall be given to the Secretary of the Representative
Council in writing within fourteen (14) days of the date in which the
decision was communicated to the person concerned. The decision of the
Representative Council shall be final;
10.7.2 in the case of a member of the Representative Council, to an independent
body of three (3) persons agreed upon by the Representative Council and
the person concerned. The decision of that independent body shall be final.
ARTICLE XI: REPRESENTATIVE COUNCIL
11.1 Representative Council members are elected by all paid-up members
of the Association by way of postal vote. The procedure for elections
shall be provided for in the Rules of the Association.
11.2 Representative Council consists of Office Bearers, a Public Relations
Officer and other members at large, as follows:
11.2.1 Office Bearers:
11.2.1.1 President (who shall be Chairperson of the Representative Council)
11.2.1.2 Deputy President (who shall be Vice-chairperson of the Representative
Council)
11.2.1.3 Secretary
11.2.1.4 Treasurer
11.2.2 Public Relations Officer (PRO)
11.2.3 Two persons representing each branch, one of whom will be the branch's
chairperson
11.2.4 One person representing each interest group i.e. chairperson or
any other person elected by the interest group.
11.3 The Representative Council shall meet at least twice a year. The
procedure of such meetings shall be provided for in the Rules of the Association.
11.4 The quorum for any Representative Council meeting shall be 50% +
1 of the members of the Representative Council.
11.5 If a quorum is not present within thirty minutes of the advertised
time of a Representative Council meeting, the meeting shall be adjourned
for thirty minutes, and those members of the Representative Council present
at such adjourned meeting shall constitute a quorum thereat, irrespective
of their number and may transact the business of the meeting.
11.6 The powers of the Representative Council shall be those granted to
it at the AGM, as well as to:
11.6.1 deal with national matters affecting LIS and LIS workers, and to
represent the Association nationally and internationally;
11.6.2 execute policy made by the AGM;
11.6.3 control and co-ordinate the finances of the Association and duly
audited financial statements should be submitted to the AGM following
the end of the financial year to which the statements apply;
11.6.4 keep records of members;
11.6.5 consult with branches and interest groups on matters affecting
LIS and LIS workers;
11.6.6 organise the AGM, and report on its activities at such AGM;
11.6.7 co-ordinate and facilitate the formation and functioning of branches
and interest groups;
11.6.8 plan strategically for the Association;
11.6.9 in consultation with branches and interest groups, generally promote
achievement of the aims of the Association;
11.6.10 consult experts where necessary, invite persons from time to time
to attend Representative Council meetings in observer capacities, but
may not co-opt persons onto the Representative Council.
ARTICLE XII: EXECUTIVE COMMITTEE OF REPRESENTATIVE COUNCIL
12.1 The Association has an Executive Committee in terms of the Rules
of the Association. The Executive Committee consists of the following
members of the Representative Council:
12.1.1 President
12.1.2 Deputy President
12.1.3 Secretary
12.1.4 Treasurer
12.1.5 Not more than five (5) other members of the Representative Council
elected by the Representative Council at the first meeting of the Representative
Council following the elections.
12.2 The Executive Committee shall meet whenever it is deemed necessary,
but at least four times per year.
12.3 The quorum for any Executive Committee meeting shall be five members.
12.4 If a quorum is not present within thirty minutes of the advertised
time of an Executive Committee meeting, the meeting shall be adjourned
to a time decided upon by the chairperson, in consultation with those
present, and those members of the Executive Committee present at such
adjourned meeting shall constitute a quorum thereat, irrespective of their
number and may transact the business of the meeting.
12.5 The powers of the Executive Committee are to:
12.5.1 together with the personnel, execute the day-to-day activities
of the Association as mandated by the Representative Council;
12.5.2 deal with urgent matters arising that cannot wait for a full Representative
Council meeting;
12.5.3 consult experts where necessary, but may not co-opt persons onto
the Committee.
ARTICLE XIII: COMMITTEES
13.1 Committees shall be formed as are deemed necessary by the Representative
Council and the Executive Committee and can either be Standing Committees
or Working Committees.
13.2 Committees may co-opt persons onto that Committee to assist with
the work of that Committee, provided such co-opted persons have no vote.
13.3 The rules of procedure for Committees shall be provided for in the
Rules of the Association.
ARTICLE XIV: BRANCHES
The purpose of Branches is to promote general library and information
services and/or library and information science within a geographical
area, to provide geographical representation to the Representative Council
of the Association and to co-operate in the promotion of general library
and information concerns with the Association and other LIS groups.
ARTICLE XV: INTEREST GROUPS
Interest groups may be recognized or established on application by a sufficient
number of members or groups interested in the same area of interest in
library and information services and/or library and information science.
The purpose of interest groups is to promote library and information services
and/or library and information science within and for a particular type
of library or information service, or relating to particular categories
of users, types of materials, functions, activities or other matters of
interest.
ARTICLE XVI: FINANCE
16.1 The funds of the Association shall be applied to the payment of expenses,
towards the attainment of the aims specified in Article V, and for such
other lawful purposes as may be decided upon by the AGM or Representative
Council, or as determined generally within the powers of the Association.
16.2 Payments at national level shall require the prior approval of the
Executive Committee and shall be made by cheque signed by the Chairperson
and at least two other Office Bearers, except when payment is made from
petty cash, the maximum amount of which must be approved by the Executive
Committee. Payments at branch and interest group level shall be made as
provided for in the Rules of the Association.
16.3 Membership fees and other funds received shall be deposited to the
Association's credit within seven (7) days of receipt, at a bank decided
upon by the Executive Committee.
16.4 The Treasurers of the Representative Council, each branch and each
interest group shall prepare regular statements of income and expenditure
and submit the same to the meetings of the relevant governing bodies.
16.5 The Treasurers of the Representative Council, each branch and each
interest group shall in addition, prepare a statement of income and expenditure
and a balance sheet in respect of each financial year, ending on 31 December,
and submit these to the AGM. Such statements and balance sheets shall
be audited.
16.6 A member who resigns or whose membership is otherwise terminated
shall have no claim on the funds of the Association, including advance
membership fees.
ARTICLE XVII: RULES
The Association shall at an Annual General Meeting or Special General
Meeting adopt or amend Rules of the Association, which shall be in accordance
with the provisions and spirit of this Constitution and shall govern the
practical application of the provisions of this Constitution.
ARTICLE XVIII: AMENDMENTS
18.1 This constitution shall only be amended by a two thirds (2/3) majority
vote of members present in person or by written proxy at an AGM or Special
General Meeting convened for this purpose.
18.2 Constitutional changes may be proposed by a branch, interest group
or the Representative Council, prior to an AGM or Special General Meeting
called for this purpose and members must receive at least two (2) month's
notice of such proposed amendments.
18.3 If the Constitutional amendment alters the composition of any elected
body or organ of the Association, the current body or organ shall stay
in office until the day the amendments come into effect, even though the
elections for the new body or organ may take place before that date.
ARTICLE XIX: DISSOLUTION
19.1 The Association can only be dissolved at a Special General Meeting
called for that purpose with prior notice given, by two thirds (2/3) of
the paid-up membership of the Association present in person or by written
proxy.
19.2 A proposal to dissolve the Association, with full reasons in writing
for the proposal, may be made by the Representative Council, or at least
three branches and/or interest groups.
19.3 The Representative Council shall within sixty (60) days of making
or receiving such proposal, circulate the same together with the reasons,
to all the paid-up members of the Association, together with a notice
of the Special General Meeting.
19.4 In the event of the requisite number of votes resolving to dissolve
the Association, the Special General Meeting shall also decide on the
disposal of all assets and monies remaining after the debts and liabilities
have been settled, provided:
19.4.1 that no assets or monies of the Association shall be transferred
or paid to any person who was a member of the Association prior to the
dissolution, and provided further that
19.4.2 any non-profit organisation or body nominated to receive such assets
and monies should have the same or similar aims, objectives and philosophies
as the Association.
