Nova Scotia Association of Library Technicians (NSALT) Bylaws
Article I — Name
1.1 The name of the Association shall be the Nova Scotia Association of Library Technicians, (NSALT).
Article II — Information
In these bylaws:
2.1 Association means Nova Scotia Association of Library Technicians, (NSALT).
2.2 Society means Nova Scotia Association of Library Technicians, (NSALT).
2.3 Executive refers to the Executive Committee, which is all of the elected officers of the Association.
2.4 Registrar means the Registrar of Joint Stock Companies appointed under the Nova Scotia Companies Act.
Article III — Executive Officers/Directors
3.1 The executive committee shall consist of:
3.3 Executive Officers/ Directors shall be elected by members at each Annual General Meeting of the Association.
3.4 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.
3.5 All directors/ officers 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.
3.6 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.
3.7 Notice of meetings shall be given either in writing or via email and shall include the time and place.
3.8 Three officers/ directors present shall constitute a quorum.
3.9 If an office becomes vacant after the Annual General Meeting, the Executive shall make an appointment.
3.10 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.
3.11 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.
3.12 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.
3.13 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.
3.14 The directors/officers may appoint an executive committee and other committees as they see fit.
3.15 The management of the Association is the responsibility of the directors/officers.
3.16 All directors’/officers’ meetings, where there is an equality of votes the motion shall be lost.
Article IV — Duties of Executive Officers/Directors
4.1 President
The duties of the President shall include the following:
The duties of the Vice President/President Elect shall include the following:
The duties of the Treasurer shall include the following:
The duties of the Past President shall include the following:
The duties of the Secretary shall include the following:
b) a copy of every resolution within 14 days after the resolution is passed.
4.6 Public Relations and Promotions
The duties of the Public Relations and Promotions Officer shall include the following:
Article V — Board of Directors
5.1 There shall be a Board of Directors consisting of the Executive Committee and the conveners of the Standing Committees.
5.2 Duties
The Board of Directors shall serve as an advisory board to the Executive Committee.
Article VI — Membership
6.1 Types
The membership fees shall be set by the Executive and subject to the approval of the general membership of the Association.
6.4 Members are entitled to vote at the Annual General Meeting as well as general and special meetings, discount rates at the conference and professional development opportunities, serve on committees and some may serve on the Executive.
6.5 Membership year
The membership year shall run one year from date of receipt of fees.
6.6 Status
Membership in the society shall cease upon death, if the member resigns after giving written notice to the association, if the members does not pay the annual membership fees, or if by majority vote of the general membership or members of the Executive Committee at a meeting called and for which notice was given, the member’s status was terminated.
6.7 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 bylaws.
6.8 The number of members of the Association is unlimited.
6.9 All members in good standing of the Association shall be entitled to attend any meeting and vote at any of these meetings.
6.10 Membership within the Association is non transferable.
6.11 The Association is ultimately accountable to the members of the Association.
Article VII – Affiliation
7.1 The Association may become affiliated or associated with other Associations whom have similar objectives.
Article VIII – Election of Officers/Directors
8.1 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.
8.2 Nominations may be accepted in writing prior to the Annual General Meeting. The nominations must be signed by both the nominee and the nominator.
8.3 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 IX — Meetings
9.1 An annual general meeting shall be held each year between October 1 and October 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. The notice must:
9.3 At the regular meetings, fifty percent of the Executive constitutes a quorum.
9.4 A general or special meeting of the members may be held at any time and be called if requested by the President of the Association, by the majority of the Executive Committee or requested in writing by at least 25% of the members. Notice of the meeting must be sent at least seven days before the meeting date and include the time and location. The notice can be sent via email on the NSALT member mailing list and posted on the Association web site. The notice must specify the nature of the business and non receipt of the notice by any member shall not invalidate the meeting. Only those members in good standing, meaning that their membership dues have been paid for that year, are able to vote at general or special meetings of the members.
9.4 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.
9.5 Quorum at a special meeting called by the Executive Committee shall be fifty percent of the Executive Committee. Quorum at a general or special meeting of the members shall be twenty five percent of the membership.
9.6 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.
9.7 Every member shall have one vote and no more and there shall be no proxy voting.
9.8 If a meeting is convened as per bylaw 10.4 and quorum is not present within 30 minutes of the appointed start time, it shall be adjourned to such time and place as a majority of the members present shall decide.
9.9 Where there is an equality of votes the motion shall be lost.
9.10 The President, or designate, may with the consent of the meeting, adjourn any meeting. No business shall be transacted at the subsequent meeting other than unfinished business from the adjourned meeting unless notice of such new business is given to the members.
9.11 At any meeting a declaration of the President, or designate, that a resolution has been carried is sufficient unless a poll is demanded by at least three members. If a poll is demanded it shall be held by a show of hands or ballot as the President may decide.
Article X — Annual General Meeting
10.1 An annual general meeting shall be held each year between October 1 and October 31.
10.2 At the annual general meeting the following items of business shall be dealt with and shall be deemed ordinary business:
10.4 Voting shall take place by a show of hands.
10.5 Those members in good standing only can vote at the Annual General Meeting.
Article XI — Amendment
11.1 The amendment of the Bylaws 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 three fourths of the membership.
Article XII — Rules of Order
12.1 Meetings of the Association shall be governed by The Standard Code of Parliamentary Procedure by Alice Sturgis, latest addition.
Article XIII — Electronic Meetings
13.1 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 bylaws. All members must be able to hear and respond in real time and no email voting is allowed for member meetings.
Article XIV — Fiscal year
The fiscal year of the Association shall be from October 1–September 30
Article XV — 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 bylaws.
Article XVI — Financial Review
16.1 A person who will perform an audit of the financial records of the Association shall be appointed annually at the Annual General Meeting.
16.2 The Association shall provide members with a written report on the financial position of the Association. The report shall be in the form of a balance sheet showing its assets, liabilities and equity and a statement of its income and expenditure in the preceding fiscal year. Both a balance sheet and an income statement are required. The auditor 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.
16.3 A copy of the report shall be signed by the President and Vice President.
16.4 A signed copy of the balance sheet and income statement shall be filed with the Registry of Joint Stocks within fourteen days after the annual general meeting.
16.5 The members may inspect the financial records of the Association with one weeks notice at the registered office of the Association.
16.6 The Association shall not make loans, guarantee loans or advance funds to any director/officer.
Article XVII — Registry of Joint Stocks
17.1 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.
17.2 The Executive Committee shall file copies of all resolutions, motions and amended bylaws with the Registry within fourteen days of the annual general meeting.
Article XVIII — Miscellaneous
18.1 The books, minutes of proceedings and records of the Association are prepared and maintained by the Secretary.
18.2 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.
18.3 The borrowing powers of the Association may be exercised by special resolution of the members.
18.4 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.
18.5 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 XIX — Conflict of Interest and Director’s Remuneration
19.1 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
19.3 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 XX — 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.
1.1 The name of the Association shall be the Nova Scotia Association of Library Technicians, (NSALT).
Article II — Information
In these bylaws:
2.1 Association means Nova Scotia Association of Library Technicians, (NSALT).
2.2 Society means Nova Scotia Association of Library Technicians, (NSALT).
2.3 Executive refers to the Executive Committee, which is all of the elected officers of the Association.
2.4 Registrar means the Registrar of Joint Stock Companies appointed under the Nova Scotia Companies Act.
Article III — Executive Officers/Directors
3.1 The executive committee shall consist of:
- President
- Vice President/ President Elect
- Treasurer
- Secretary
- Past President
- Public Relations and Promotions
3.3 Executive Officers/ Directors shall be elected by members at each Annual General Meeting of the Association.
3.4 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.
3.5 All directors/ officers 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.
3.6 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.
3.7 Notice of meetings shall be given either in writing or via email and shall include the time and place.
3.8 Three officers/ directors present shall constitute a quorum.
3.9 If an office becomes vacant after the Annual General Meeting, the Executive shall make an appointment.
3.10 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.
3.11 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.
3.12 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.
3.13 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.
3.14 The directors/officers may appoint an executive committee and other committees as they see fit.
3.15 The management of the Association is the responsibility of the directors/officers.
3.16 All directors’/officers’ meetings, where there is an equality of votes the motion shall be lost.
Article IV — Duties of Executive Officers/Directors
4.1 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.
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
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.
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.
The duties of the Secretary shall include the following:
- To record minutes of all executive meetings, the Annual General Meeting, general and special meetings of the members and all other meetings of the Association.
- To keep custody of all minutes from all meetings of the Association.
- 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.
- To file the annual requirements with the office of the Registrar, and have custody of the Seal, if any which may be affixed to any document upon resolution of the executive committee.
- To file with the Registrar:
b) a copy of every resolution within 14 days after the resolution is passed.
4.6 Public Relations and Promotions
The duties of the Public Relations and Promotions Officer shall include the following:
- To publicize and promote the aims and activities of the Association.
- To update the website.
- To edit, solicit articles and publish the Association newsletter.
Article V — Board of Directors
5.1 There shall be a Board of Directors consisting of the Executive Committee and the conveners of the Standing Committees.
5.2 Duties
The Board of Directors shall serve as an advisory board to the Executive Committee.
Article VI — Membership
6.1 Types
- Personal: Graduates of a recognized library and information technology program. Personal members have the right to vote, hold office and serve on committees.
- Student: Student of a recognized library and information technology program. Student members have the right to vote, hold office and serve on committees.
- 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.
- Institutional: Libraries or organizations who employ those who have an interest in library technicians. Institutions have the right to vote.
- 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.
- Joint membership: Personal and associate members may join APLA and NSALT for a joint rate. This rate is reviewed by the Executive Committee each year.
- the minimum of 5 subscribers to the Memorandum of Association,
- those that support the mission and purpose of the Association,
- those that pay an annual fee in an amount determined by the Association’s Executive Committee.
The membership fees shall be set by the Executive and subject to the approval of the general membership of the Association.
6.4 Members are entitled to vote at the Annual General Meeting as well as general and special meetings, discount rates at the conference and professional development opportunities, serve on committees and some may serve on the Executive.
6.5 Membership year
The membership year shall run one year from date of receipt of fees.
6.6 Status
Membership in the society shall cease upon death, if the member resigns after giving written notice to the association, if the members does not pay the annual membership fees, or if by majority vote of the general membership or members of the Executive Committee at a meeting called and for which notice was given, the member’s status was terminated.
6.7 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 bylaws.
6.8 The number of members of the Association is unlimited.
6.9 All members in good standing of the Association shall be entitled to attend any meeting and vote at any of these meetings.
6.10 Membership within the Association is non transferable.
6.11 The Association is ultimately accountable to the members of the Association.
Article VII – Affiliation
7.1 The Association may become affiliated or associated with other Associations whom have similar objectives.
Article VIII – Election of Officers/Directors
8.1 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.
8.2 Nominations may be accepted in writing prior to the Annual General Meeting. The nominations must be signed by both the nominee and the nominator.
8.3 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 IX — Meetings
9.1 An annual general meeting shall be held each year between October 1 and October 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. The notice must:
- specify the date, place and time of the meeting
- be given to members at least 21 days prior to the meeting,
- specify the nature of the business, and
- the non-receipt of notice by any member shall not invalidate the proceedings.
9.3 At the regular meetings, fifty percent of the Executive constitutes a quorum.
9.4 A general or special meeting of the members may be held at any time and be called if requested by the President of the Association, by the majority of the Executive Committee or requested in writing by at least 25% of the members. Notice of the meeting must be sent at least seven days before the meeting date and include the time and location. The notice can be sent via email on the NSALT member mailing list and posted on the Association web site. The notice must specify the nature of the business and non receipt of the notice by any member shall not invalidate the meeting. Only those members in good standing, meaning that their membership dues have been paid for that year, are able to vote at general or special meetings of the members.
9.4 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.
9.5 Quorum at a special meeting called by the Executive Committee shall be fifty percent of the Executive Committee. Quorum at a general or special meeting of the members shall be twenty five percent of the membership.
9.6 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.
9.7 Every member shall have one vote and no more and there shall be no proxy voting.
9.8 If a meeting is convened as per bylaw 10.4 and quorum is not present within 30 minutes of the appointed start time, it shall be adjourned to such time and place as a majority of the members present shall decide.
9.9 Where there is an equality of votes the motion shall be lost.
9.10 The President, or designate, may with the consent of the meeting, adjourn any meeting. No business shall be transacted at the subsequent meeting other than unfinished business from the adjourned meeting unless notice of such new business is given to the members.
9.11 At any meeting a declaration of the President, or designate, that a resolution has been carried is sufficient unless a poll is demanded by at least three members. If a poll is demanded it shall be held by a show of hands or ballot as the President may decide.
Article X — Annual General Meeting
10.1 An annual general meeting shall be held each year between October 1 and October 31.
10.2 At the annual general meeting the following items of business shall be dealt with and shall be deemed ordinary business:
- minutes of the previous annual general meeting,
- consideration of annual reports of directors/officers,
- consideration of annual financial report of the Association,
- the appointment of the auditor for the ensuing year, and
- election of directors/officers.
10.4 Voting shall take place by a show of hands.
10.5 Those members in good standing only can vote at the Annual General Meeting.
Article XI — Amendment
11.1 The amendment of the Bylaws 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 three fourths of the membership.
Article XII — Rules of Order
12.1 Meetings of the Association shall be governed by The Standard Code of Parliamentary Procedure by Alice Sturgis, latest addition.
Article XIII — Electronic Meetings
13.1 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 bylaws. All members must be able to hear and respond in real time and no email voting is allowed for member meetings.
Article XIV — Fiscal year
The fiscal year of the Association shall be from October 1–September 30
Article XV — 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 bylaws.
Article XVI — Financial Review
16.1 A person who will perform an audit of the financial records of the Association shall be appointed annually at the Annual General Meeting.
16.2 The Association shall provide members with a written report on the financial position of the Association. The report shall be in the form of a balance sheet showing its assets, liabilities and equity and a statement of its income and expenditure in the preceding fiscal year. Both a balance sheet and an income statement are required. The auditor 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.
16.3 A copy of the report shall be signed by the President and Vice President.
16.4 A signed copy of the balance sheet and income statement shall be filed with the Registry of Joint Stocks within fourteen days after the annual general meeting.
16.5 The members may inspect the financial records of the Association with one weeks notice at the registered office of the Association.
16.6 The Association shall not make loans, guarantee loans or advance funds to any director/officer.
Article XVII — Registry of Joint Stocks
17.1 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.
17.2 The Executive Committee shall file copies of all resolutions, motions and amended bylaws with the Registry within fourteen days of the annual general meeting.
Article XVIII — Miscellaneous
18.1 The books, minutes of proceedings and records of the Association are prepared and maintained by the Secretary.
18.2 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.
18.3 The borrowing powers of the Association may be exercised by special resolution of the members.
18.4 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.
18.5 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 XIX — Conflict of Interest and Director’s Remuneration
19.1 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
- upon nomination, and
- if serving as a director/officer, when the possibility of a conflict is realized.
19.3 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 XX — 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.