RULE 2: MEMBERSHIP [Constitution Article VIII]

2.1 CLASSIFICATION OF MEMBERSHIP

Categories of membership of the Association shall consist of the following:

2.1.1 INDIVIDUAL MEMBERSHIP

2.1.1.1 Personal membership shall be open to all individuals engaged or interested in library and information service and /or library and information science who subscribe to the Constitution of the Association.

 

2.1.1.2 Honorary membership shall be granted to a person nominated by the Representative Council if in the opinion of the Representative Council he/she deserves recognition for worthy and significant contributions that such an individual has made in furthering the aims of the Association.

2.1.1.3 Student Membership shallbe accorded to students in tertiary institutions who are not gainfully employed and who are pursuing any academic or professional programme that may eventually qualify such a student as librarian or information worker.

2.1.1.4 Continuing Membership shall be automatically granted to all those persons who have had more than twenty years of consecutive membership in the Association who are members at the time of retirement from library and information services or library and information science and who have applied for such membership.

2.1.2 INSTITUTIONAL MEMBERSHIP

Institutional membership shall be open to organisations and bodies which maintain or are interested in libraries and information services, provided that voluntary associations, organisations or bodies comprised of LIS workers and which have similar aims and objectives shall not be included as institutional members.

2.1.3 AFFILIATE MEMBERSHIP

Affiliate membership as provided for in Article VI, paragraph 6.5 of the Constitution shall be open to associations concerned with fields related to librarianship and information service such as the book trade, reading and literacy, provided that the membership of such an association does not primarily consist of library and information workers and that its affiliation shall be approved by the AGM on the recommendation of the Representative Council.

2.2 DUES, PRIVILEGES AND RIGHTS

2.2.1 The Representative Council shall annually review the annual subscription rates per category of membership and shall submit its recommendation thereon for approval to the AGM.

 

2.2.2 Annual membership subscriptions at the prescribed rate shall be due on application for and renewal of membership.

2.2.3 The membership of any member whose fees are not paid by the date specified by the Representative Council shall lapse unless he/she has given good reasons to the contrary.

2.2.4 A member who for any reason, voluntarily decides not to be a member of the Association shall have the right without any hindrance to withdraw/terminate his/her membership from the Association. 

2.2.4.1 Such membership termination shall be communicated in writing to the Secretary of the Association or any other officer authorised to administer the office of the Secretary.

 

2.2.4.2 If such a member is an officer of the Association, he/she shall prior to such resignation becoming effective, appropriately hand over all documents and assets in his/her possession to the Secretary of the Association or any other officer authorised by the Representative Council.

2.2.5 Lapsed membership may be reinstated upon payment of fees for the current year. 

2.2.6 All paid-up members of the Association, including those who have made approved arrangements for payment of fees shall have the right to enjoy any benefits as may be conferred upon the membership of the Association from time to time.

2.2.7 All the privileges and rights of membership shall be enjoyed by a member for his/her own benefit and he/she shall not be entitled to transfer such privileges and rights or any of the benefits derived, to any other individual or institution. 

No membership fees already paid at the date of termination of membership for whatever reason, shall be refunded.

2.3 CONFIRMATION OF MEMBERSHIP

2.3.1 All applications for membership shall be submitted to the Representative Council for confirmation.

 

2.3.2 A simple majority of Representative Council members shall suffice to confirm an application.

2.4 REGISTER OF MEMBERS

2.4.1 A register of members shall be maintained by the Association.

 

2.4.2 Such a register shall contain the names, addresses and qualifications of members of the Association, branches and interest groups to which they belong.

RULE 3: MEETINGS [Constitution Article IX]

3.1 There shall be an Annual General Meeting (AGM) of the Association at such place and time as may be determined by a previous AGM.

3.2 The AGM shall be the supreme forum of the Association and decisions taken there shall be final and binding on all the members of the Association.

3.3 Special General meetings of the Association may be called if circumstances require it. The decisions of such a meeting shall be binding as if they have been taken by the AGM.

3.4 Meetings of the Representative Council and the Executive Committee may be called by the President from time to time whenever necessary. The Representative Council and the Executive Committee shall have the powers to formulate their own rules within the provisions of the Constitution.

3.5 The Executive Committee may also arrange regional meetings of branches and interest groups of the Association provided that such regional meetings shall not be held without the consent of those branches and interest groups.

3.6 Minutes shall be kept by the secretaries or their assistants for all the meetings of the Association and all its organs.

3.7 Minutes of these meetings shall be kept in the custody of the respective secretaries for such organs of the Association.

3.8 Unless circumstances are beyond the control of the secretary, all meetings of the Association and its organs shall be preceded by at least fourteen (14) days notice in writing to all members informing them of the meeting with an agenda for such meetings attached thereto. Notice of the AGM, however, should always not be less than at least two (2) months and the agenda for the AGM should be circulated to members at least one (1) month before the meeting. For the purpose of the first AGM, the notice period can be shorter and shall be determined by the Transitional Executive Committee.

3.9 Any meeting (of the Association or its organs ) other than meetings in Articles 9.5 and 11.5 of the Constitution without a quorum shall be adjourned in terms of the Constitution or to another date as members present may decide.

RULE 4: ELIGIBILITY AND PROCEDURES FOR ELECTION, VOTING RIGHTS, TERMS OF OFFICE AND DISQUALIFICATION [Constitution Article X]

4.1Paid-up individual members of the Association shall have the right to vote, to nominate and be nominated to any office or position in the Association.

4.2 All paid-up institutional members have the right to send one representative to the AGM, have one vote and nominate persons in terms of 4.1 above. Institutional members may not be nominated to any office or position in the Association.

4.3 Every individual paid -up member present and those present by proxy shall be entitled to vote on any matter at the AGM. Each institutional member present or by proxy shall be entitled to one vote. Members unable to attend the AGM, may nominate a proxy in writing - no person may serve as proxy for more than two other persons. 

4.4 For each office the candidate receiving the largest number of votes shall be elected for that particular office. 

4.5 Election shall be by postal vote.

4.6 Nomination forms shall be sent to members by the Secretary of the Association three (3) months before the Conference in an election year.

4.7 Each nomination form should be signed by at least two paid-up members as well as by the nominee who thereby accepts nomination. 

The nomination form should be accompanied by a brief curriculum vitae of the candidate nominee, a brief election manifesto, and a passport photograph of the candidate.

4.8 The Secretary of the Association will post voting papers with the names of the duly nominated candidates six weeks before the Conference.

4.9 Voting papers must reach the Secretary of the Association by noon on the first full day of the Conference.

4.10 Recorders will be nominated and elected at a plenary meeting on the first day of the Conference.

4.11 Counting of voting ballots will take place at the Conference and the results will be announced before the end of the Conference.

4.12 These Rules apply to the election of members of the Representative Council only. Less formal regulations can be adopted by lower formations of the Association, provided that they are fair and equitable.

4.13 For the purpose of the first election, the period to send out nomination forms and voting papers can be shorter and shall be determined by the Transitional Executive Committee.

RULE 5: REPRESENTATIVE COUNCIL [Constitution Article XI]

5.1 The Office Bearers and PRO shall be elected by direct vote of all the eligible members.

5.2 Representatives of Branches and Interest Groups shall be elected by the eligible members of the respective Branches and Interest Groups. 

5.3 No person shall serve as member of the Representative Council in more than one capacity. A person who was elected as a Branch representative in terms of Article 11.2.3 or as an Interest Group representative in terms of Article 11.2.4 shall if elected as an office bearer or PRO, vacate his/her position and the branch or interest group shall nominate someone to replace him/her. 

5.4 The newly elected Representative Council members shall take office at the end of the AGM in the election year.

RULE 6: EXECUTIVE COMMITTEE OF REPRESENTATIVE COUNCIL [Constitution Article XII]

6.1 The Association shall have an Executive Committee as provided in Article XII of the Constitution. These members elected in terms of Section 12.1.5 should be able to attend meetings regularly. 

6.2 The term of office of the Executive Committee shall be the same as that of the Representative Council. 

6.3 The Representative Council shall fill vacancies and appoint substitutes for any position vacated by a member of the Executive Committee 

6.4 The Executive Committee shall be chaired by the President.

RULE 7: COMMITTEES [Constitution Article XIII] 

7.1 The term of office, powers and functions and rules of procedures for Committees shall be worked out by the Constitution and Rules Committee after the 1998 AGM.

7.2 The creation of Standing Committees shall be approved by the AGM.

RULE 8: BRANCHES [Constitution Article XIV]

8.1 The AGM shall have the power to create Branches and shall define the geographical area to be covered by such Branches. The Representative Council shall make recommendations after consultation with members and branch committees in affected areas with regard to the creation of new Branches and amalgamation of Branches to the AGM, with the proviso that in the case of the first conference, the recommendation can be made by the Transitional Executive Committee.

8.2 All members of the Association residing or working in these geographic areas shall be members of the respective branches.

8.3 The purpose of the Branch is to promote general library and information service and library and information science within the geographical area. 

8.4 A Branch should have a Constitution which shall be approved by the Representative Council and no amendment or addition shall be valid until approved by the Representative Council.

8.5 A Branch shall elect a Branch Committee consisting of a Chairperson, Deputy-Chairperson, Secretary, Treasurer and other members to manage its affairs. 

8.6 The funds of a Branch shall consist of money allocated to the Branch from national funds by the Representative Council and money raised by the Branch itself. The Branch account shall be kept at a registered Banking Institute.

8.7 The Secretary of the Branch shall annually submit a report on the work of the Branch to the Secretary of the Association for the information of the Representative Council. Such a report will include an audited financial statement. 

8.8 A Branch may be dissolved by the AGM on the recommendation of the Representative Council if it becomes inactive or fails to comply with the provisions of the Constitution.

8.9 In the event of a Branch dissolving, all funds and other assets shall revert to the funds of the Association.

8.10 All members of a Branch must first be members of the Association. 

RULE 9: INTEREST GROUPS [Constitution Article XV]

9.1 The AGM on the recommendation of the Representative Council shall authorize the creation of Interest Groups of members of the Association who are interested in the same field and /or type of library and information service.

9.2 The purpose of the Interest Group is to promote library and information service and library and information science within and for a particular field of interest. 

9.3 An Interest Group shall have a Constitution which shall be approved by the Representative Council and no amendment or addition shall be valid until approved by the Representative Council.

9.5 The Interest Group shall elect a Committee consisting of a Chairperson, Deputy-Chairperson, Secretary and Treasurer and other members to manage its affairs.

9.6 The funds of an Interest Group shall consist of money allocated to the Interest Group from national funds by the Representative Council, additional fees levied with approval from the Representative Council and monies raised by the Interest Group itself. The Interest Group account shall be kept at a registered Banking Institute. 

9.7 The Secretary of an Interest Group shall annually submit a report on the work of the Interest Group to the Secretary of the Association for the information of the Representative Council. Such a report will include an audited financial statement.

9.8 In the event of an Interest Group dissolving, all funds and other assets shall revert to the funds of the Association.

9.9 All members of the Interest Group must first be members of the Association.

RULE 10: FINANCE [Constitution Article XVI]

10.1 The Representative Council shall be responsible and accountable for the finances of the Association.

10.2 Financial administration and reporting shall rest with the national Treasurer.

10.3 The financial institutions of the Association shall be registered financial institutions agreed upon by the Representative Council.

10.4 The national Treasurer and President shall authorise disbursements over and above limits laid down by the Representative Council. The Representative Council shall authorise the national Treasurer to make disbursements up to an amount agreed upon from time to time by the Representative Council. Disbursements over and above this limit shall be authorised by the Executive Committee.

10.5 All cheques must be signed by two of the authorised signatories, i.e. President, Treasurer, Secretary and/or any other persons(s) appointed by the Representative Council.

10.6 Records and documentary proof must be kept of all financial transactions. 

10.7 All claims submitted to the Association must be in writing and/or on a claim form to the Treasurer accompanied by a motivation and documentary proof.

10.8 Regular financial reports by the Treasurer must be presented at the meetings of the Representative Council and the Executive Committee.

10.9 Annual financial reports must be externally audited and submitted to the AGM.

10.10 The financial year of the Association shall be between 1 January to 31 December.

10.11 The Representative Council members and any member(s) as decided on and/or invited by the Representative Council may be granted allowance (travelling, accommodation, daily allowance, etc.). The rates will be reviewed by the Representative Council from time to time as deemed necessary. 

10.12 The same financial rules set out in this section shall apply to all branches and interest groups of the Association.

RULE 11: PROPERTY, ASSETS AND ARCHIVING

11.1 The Representative Council shall ensure that there is written policy for the acquisition of property and assets and the safekeeping and maintenance of all property, assets and documents of the Association.

11.2 Such policy shall include the persons/officers that shall be responsible at each level of the Association and shall comply with normal practice.

11.3 The policy shall be open to inspection by all members.