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BOTSWANA LIBRARY ASSOCIATION

CONSTITUTION

  1. Name

    2. The Association shall be known as the Botswana Library Association.

  2. Aims and purposes

The aims and objectives of the Association shall be:-

  1. To unite all persons interested in libraries and librarianship, by holding conferences and meetings, by any other means (annual newsletter/journal)
  2. To establish and maintain standards in education and certification of librarians.
  3. To watch any legislation affecting libraries and to assist in the promotion of such legislation as may be considered necessary for the regulation and management or extension of libraries in Botswana.
  4. To safeguard and promote the professional interests of librarians, and to promote the establishment and development of libraries.
  5. To promote and encourage bibliographical study and research and library co-operation.
  1. Membership
  1. Shall be open to librarians, bibliographers, information scientists, documentalists and other persons connected with the administration and management of libraries and information services who are interested in the aims and objectives of the Association.
  2. Shall also include libraries, corporate bodies, societies, and other organisations which maintain libraries or information services or are interested in them
  3. The Association shall maintain a register of members (i.e. personal, student, institutional, affiliated and corresponding members).
  4. The final year is from 1st April to 31st March. Subscriptions will be due to the Executive not later than 31st May. Members who fall into the arrears with their subscriptions will not be able to vote at the annual general meeting. Any member who falls into into arrears with his subscription by the end of the financial year will automatically cease to be a member. The Executive Committee can reinstate such a member after he has paid all arrears.
  1. The Library Association shall have power to affiliate or federate with other Library associations as decided upon, from time to time by the Executive.
  2. The Executive Committee of the Association
  1. The Executive

    2. i) Shall consist of :

    The Chairperson

    The Deputy Chairperson

    Treasurer

    The Secretary

    The Assistant Secretary

    The Editor

    Two additional members

    ii) Shall replace a member who resigns during the Committee’s term of office

    iii) Shall meet at least 4 times a year

    iv) Shall report its decisions to the A.G.M.

  2. The Executive shall be elected at the A.G.M. which shall be held in May and June and shall take over office immediately.
  3. Nominations seconded in writing and signed by the Nominees shall reach the Secretary not later than three weeks before the Annual General Meeting (A.G.M.). These will be circulated together with the Agenda.
  4. All office bearers and members of the Committee shall hold office from the date of election and/or from the date of co-option until the next A.G.M. They shall be elegible for re-election.
  5. The Quorum for Executive Committee shall consist of four members

6 Powers and Duties of the Executive Committee

a . The Executive shall be responsible for the general administration of the Association.

b. It shall take charge of the properties and finances of the Association.

c. Is shall authorise expenditure

  1. It shall draw up programmes directing the activities of the Association in such a manner that the aims of the Association are met, in accordance with the provision of the constitution.
  2. The Executive shall have such powers as are necessary for the proper discharge of the business of the Association.
  3. Not withstanding and without prejudice to the generality of the above paragraphs, the Executive shall have the special powers:-

To buy, sell acquire and dispose of all kinds of property, movable or immovable, on behalf of the Association.

  1. To enter into any kind of transaction with any person for the purposes of the Association.
  2. To publish any matter in pursuance of the objectives of the Association by printing, publishing and writing magazines, newsletters, pamphlets and books.
  3. To provide legal aid in the name and on behalf of the Association in any legal proceedings in any matters connected with the administration of the Association.
  4. In the event of any prosecution or other legal proceedings being instituted against any office bearer, servant or agent of the BLA in respect of anything done or omitted to be done by him/her which in the opinion of the Executive Committee was the proper and reasonable discharge of his/her function as such, that person shall be defended at the expense of the BLA and the Executive Committee may indemnify him/her from all penalties, damages, costs and other expenses which he/she may incur in consequence of the prosecution or other legal proceeding/s and the BLA’s funds and property may be applied for those purposes.
  1. Duties of Office Bearers
  1. Chairperson shall, unless prevented by illness or other sufficient cause, preside over all meetings of the Executive Committee and General meetings
  2. The Deputy Chairperson shall act on behalf of the Chairperson in case of absence. In the absence of both, the Executive shall nominate a person.
  3. The Secretary shall be responsible for the recording of the proceedings of all meetings of the Executive Committee and all General Meetings. He/she shall conduct and deal with all correspondence of the Association. He/shall issue notices of meetings as directed by the constitution. He/shall be responsible for the safekeeping of the Association’s records.
  4. The Treasure shall be responsible for the proper record of all financial matters of the Association and shall present to the Executive Committee and the Annual General Meetings, a balance sheet duly audited. He/she shall be responsible for ensuring that all monies are expended on purposes for which they are allocated by the Executive Committee.
  5. The Editor shall be responsible for thepublication of the Association Journal, and any other publications approved by the Executive Committee
  6. The Assistant Secretary shall work as directed by the Secretary and shall be responsible for the publicity.
  1. Finance
  1. The amounts of subscriptions, conference fees (if any) and any other fees shall be determined from time to time by the Executive.
  2. The Treasurer shall keep proper accounts and other records in relation thereto and shall prepare in respect of each year ending 31st March, a statement of accounts which shall be audited by a persons outside the membership of the Association, appointed by the Executive Committee.
  3. The statement of accounts shall be submitted to the A.G.M. for approval.
  4. The Executive Committee shall make rules governing the payment of expenses which are incurred on behalf of the Association.
  5. The estimates shall be prepared by the new Executive Committee and shall be published one month after, in the Association’s newsletter/journal.
  1. Annual General Meeting
  1. It shall be held between May and June.
  2. Notice of the meetings and provisional agenda shall be circulated 6 weeks before the date of the meeting.
  3. Notification of any further matters to be placed on the agenda shall reach the Secretary in writing not less than 2 weeks before the date of the meeting.
  4. The business of the Annual General Meetings of the Association shall be conducted in the following order:-
    1. Minutes of the previous A.GM.
    2. Matters arising therefrom
    3. Chairperson’s annual report
    4. Financial report
    5. Matters raised by the Executive Committee
    6. Matters raised by the Standing/Working Committee or by any member provided adequate notice has been given as in (c) above.
    7. Election of Executive Committee
    8. Any other business
  1. The outgoing Executive Committee shall vacate their offices at the A.G.M and handover to the new office bearers, including all files and record books and accounts.
  1. Quorum (A.G.M.)
  1. 25% of the paid up members present at the A.G.M. including those voted by proxy shall form a quorum.
  2. If a quorum is not realised within an hour of the time appointed, meeting shall be adjourned and be held not later than August.
  3. Members will be notified of the adjourned meeting by either letter/advertisement in the local papers. The agenda of the adjourned meeting shall stand.
  4. In the event of such lack of quorum at the following meeting, the members present shall constitute a quorum for all purposes except amendments to the constitution and dissolution.
  1. Voting at meetings
  1. Every paid-up member present and those present by proxy shall be entitled to vote, and so shall a single delegate of an institutional member.
  2. Any paid-up member unable to attend an A.G.M. may nominate another member to act as proxy for him/her provided that such nomination is notified to the Secretary in writing 3 weeks before the A.G.M.
  3. Any motion brought forward at the Executive Meeting or General Meeting shall be decided by a simple majority of those present. The Chairperson of any meeting shall have the right to vote, and if the number of votes will have a casting vote.
  4. On the demand of any 2 members, any motion submitted to a meeting shall be decided by a secret ballot.
  1. Special General Meetings

These may be called at the discretion of the Executive Committee or within 3 weeks of the receipt of the receipt of a written request by not less than 8 members of the Association. The purpose of the Special General Meetings shall be stated on the agenda and no other matters shall be discussed.

13. Amendments to the Constitution

  1. The Executive Committee or any member shall have the power to suggest amendment(s) to the Constitution and rules.
  2. Any proposed amendment(s) shall be notified in writing to all members at least 2 weeks before a vote is taken.
  3. In order to become operative an amendment shall require the approval of 2/3 of the members of the Association present and voting at the Annual General Meeting.
  1. Interpretation

    2. Any question of interpretation of any clause in the Constitution shall be determined by the Executive Committee, and its decision in this respect shall be binding upon members.

  2. Dissolution
  1. The Association shall be dissolved by a resolution passed at the General Meeting by a vote of 2/3 of the whole membership of the Association. Voting by proxy shall apply.
  2. If no quorum is obtained, the proposal to dissolve the Association shall be submitted to a further General Meeting which shall be held not more than one month later. Notice of the meeting shall be given in writing to all members of the Association at least 14 days before the date of the meeting. The quorum for this meeting shall be 2/3 of the whole membership of the Association.
  3. If no resolution to dissolve the Association is approved by the General Meeting, no further action shall be taken by the Executive Committee or any officer of the Association in connection with the aims and objectives of the Association, other than to liquidate for cash all assets of the Association. Subject to the payment of all debts of the Association, the balance thereof shall be distributed in such a manner as may be resolved by the meeting at which the resolution for dissolution is passed.