By-laws of ABPNB/APLNB
Approved: September 30, 1994
Amended: October 3, 1997, September 30, 2000, October 16, 2009
Both genders are included when for clarity and convenience gender specific words are used.
1. Seal
The corporate seal of the Association shall be circular in form and shall bear the name of the Association in English and French and the year of its incorporation.
2. Objective
The Association's main objective is to promote librarians and library services in New Brunswick.
3. Official languages of the Association
English and French shall be the two official languages of the Association. The meetings, minutes, reports and all other publications shall be bilingual.
4. Members
4.1 Membership
The Membership of the Association shall consist of individual members who live and/or work in New Brunswick.
41.1 Any professional librarian holding a degree recognized by CLA as equivalent to the following degrees is eligible for membership: Bachelor of Library Science, Master of Library and Information Science, Doctorate of Library and Information Science, or Library Science Certificate from a university recognized by CLA.
41.2 Professional librarians who live outside the province of New Brunswick, and students enrolled in a library science program, may join as Associate Members. Associate members may participate in all meetings and committees but shall be non-voting. Associate Members may not hold office on either the Board of Directors or the Executive Committee.
4.2 Any librarian joining the Association will support the
objectives of the Association.
4.3 Dues
43.1 The annual dues are $25.00 for members and associate members
43.2 The membership year shall be from 1 January to 31 December. To remain in good standing and be included in the membership directory, dues must be paid before April 30.
43.3 In addition to voting at general meetings of the Association, payment of dues entitles a member to all publications of the Association, and the right to attend all activities of the Association at membership rates.
43.4 The By-laws shall be printed in each Membership Directory and Handbook of the Association.
5. Annual General Meetings and Special General Meetings
5.1 Annual General Meeting
The Association shall hold at least one meeting annually that shall be the Annual General Meeting to be held in October. No annual meeting should adjourn before the date and location of the following annual meeting have been decided. Other meetings may be called if necessary. Unless otherwise ordered by the Association, an annual meeting shall be held at such time and place as the Executive Committee may determine.
5.2 Special General Meeting
Special general meetings may be called by the President, by the Executive Committee, or by any member of the Board of Directors at the request of ten members. No business shall be transacted except that mentioned in the notice of call. Notification of the meeting must be sent to the membership at least ten days in advance of the meeting date. The time and place of all meetings shall be determined by the Executive Committee.
5.3 Due notice shall be given to all members of the agenda to be discussed at any meeting.
5.4 At all general meetings of the Association every question shall be determined by a majority of votes
5.5 Quorum
At all annual general meetings and special general meetings, 10 members or 10% of the voting membership whichever is greater, shall constitute a quorum. In the event of not obtaining a quorum, business may be conducted provided it is ratified at the next general meeting.
6. Elections and officers
6.1 The elected executive officers of the Association shall be a President (who shall become Past-President), a Vice-President (who shall become President-Elect), a Secretary and a Treasurer. Other elected officers are the Chairpersons of the Standing Committees, and two elected members-at-large who shall serve on the Board of Directors. The Chairpersons of Ad Hoc Committees may also be elected. They shall perform the duties set out below, and such other duties as may be assigned by the Executive Committee. They shall hold office until their successors are elected or appointed.
6.2 All executive officers, committees chairpersons and appointees to the Board of Directors must be members of the Association in good standing.
6.3 Elections
6.3.1 The Nominating Committee shall present its proposed slate of officers to the voting membership, in writing, at least two weeks before the annual general meeting. Publication in the Association newsletter shall constitute written notification.
6.3.2 Nominations may be made from the floor provided they are seconded and that the nominee is present and gives his consent or has given written consent to the Secretary prior to the meeting.
6.3.3 Executive Officers, and the two members-at-large shall be elected by a majority vote of the voting members at the annual general meeting and shall hold office for one year.
6.3.4 Voting for each position will be done separately by secret ballot and shall be in this order: vice- president/ president-elect, treasurer, secretary and members-at-large. Unsuccessful candidates in one election may be nominated in another election provided the nomination is seconded and they are present and give their consent or have indicated such consent in their original letter of consent sent to the secretary.
7. Executive Committee
7.1 There shall be an Executive Committee consisting of the President, Past-President, Vice-President (who shall become President-Elect), Secretary, and Treasurer.
7.2 President
The President shall be the chief executive officer of the Association. He shall preside over and conduct all meetings of the Association, the Executive Committee and of the Board of Directors. He shall have the general and active management of the business of the Association. He shall see that all orders and resolutions of the Association, the Executive Committee, or the Board of Directors, are carried into effect and he or the Vice-President with the Secretary and the Treasurer shall sign all by-laws and other documents requiring the signatures of the officers of the Association. The President shall be ex-officio member of all committees.
7.3 Past-President
The Past-President, with the Vice-President and the Membership Chair, shall revise and update the membership directory and handbook annually. The Past-President shall be responsible for the organization and safe keeping of the archival records of the Association including the photograph collection and the clippings file.
7.4 Vice-President
The Vice-President shall, in the absence or disability of the President, perform the duties and exercise the powers of the President and shall perform such other duties as shall from time to time be imposed upon him by the Executive Committee, or the Board of Directors. The Vice-President shall serve as President-Elect of the Association and, with the Past-President, revise and update Association handbooks annually.
7.5 Secretary
The Secretary shall attend all sessions of the Executive Committee, or the Board of Directors, and all meetings of the members. The Secretary shall keep a list of the time and place of meetings, record attendance, take the minutes, and record all votes. He shall give or cause to be given notice of all meetings of the members and of the Executive Committee, or the Board of Directors. He shall be custodian of the seal of the Association. He shall conduct the correspondence of the Association and maintain the files.
7.6 Treasurer
The Treasurer shall keep and maintain the financial records of the Association, prepare the budget and prepare an annual financial statement for submission to the Finance Committee in time for its distribution at the annual meeting. The Treasurer shall sign all cheques which shall be co-signed by the President or Vice-President.
7.7 The Executive Committee shall be responsible for the day to day affairs of the Association and have all the powers of the Association between general meetings.
7.8 If the office of President becomes vacant, the Vice-President shall succeed to that position. The Board of Directors shall appoint a member to fill any other vacant office on the Executive Committee.
7.9 Meetings of the Executive Committee may be held at any time and place to be determined by the members of the Committee.
7.10 A majority of the members of the Executive Committee shall constitute a quorum for the transaction of business.
7.11 At all meetings of the Executive Committee every question shall be determined by a majority of votes.
7.12 Meetings of the Executive Committee may also be conducted electronically.
7.13 The Executive Committee first elected according to these by-laws following incorporation of the Association shall replace the provisional members of the Executive Committee named in the letters patent of the Association.
7.14 The Executive Committee shall have the power to authorize all ordinary expenditures on behalf of the Association.
8. Board of Directors
8.1 The Board of Directors shall serve as an advisory body to the Executive Committee.
8.2 The Board of Directors shall consist of the Executive Committee, the Chairpersons of the Standing and Ad Hoc Committees, and two elected members-at-large.
8.3 Meetings of the Board of Directors may be held at any time and place to be determined by the members of the Board.
8.4 A majority of the members of the Board of Directors shall constitute a quorum for the transaction of business.
8.5 At all meetings of the Board of Directors every question shall be determined by a majority of votes.
8.6 Meetings of the Board of Directors may also be conducted by telephone conference call.
9. Standing or Ad Hoc Committees
There shall be such committees, standing or ad hoc, as the Association deems necessary. Members are encouraged to volunteer to serve on a committee of their choice. The committee members shall select the chairperson.
9.1 Chairpersons of Committees:
They shall be members of the Board of Directors to report the activities of their committeees to the Board and call the meetings of their committees.
9.2 A majority of the members of the Committee shall constitute a quorum for the transaction of business.
9.3 At all meetings of the Committee every question shall be determined by a majority of votes.
9.5 Meetings of the Committees may also be conducted by telephone conference call.
9.5 Standing Committees
There shall be the following standing committees:
9.5.1 By-Laws
Purpose: To review all matters relating to the By-laws of the Association.
9.5.2 Finance
Purpose: To serve as an advisory committee to the Treasurer in the preparation of the budget.
9.5.3 Membership
Purpose: To find new members and to assist the Executive Committee or the Board of Directors on all membership matters.
9.5.4 Newsletter:
Purpose: To prepare a newsletter to keep members posted on activities of the Association.
9.5.5 Nominating:
Purpose: To prepare a slate of officers to be voted at the annual general meeting. It shall invite nominations from the members for this purpose.
9.5.6 Programme of the Annual General Meeting:
Purpose: To coordinate programme planning for the annual general meetings.
9.5.7 Information and Publicity:
Purpose: To publicize and promote the aims and activities of the Association to the professional librarian community and the general public.
9.5.8 Hackmatack
Purpose: To represent APLNB on the Hackmatack Steering Committee and co-ordinate the French component of the Hackmatack Award, including translation, promotion and selection.
10. Resignations and Vacancies
10.1 Resignation from any elected or appointed position must be made in writing to the Executive Committee.
10.2 The Board of Directors may, by special resolution, remove any member of the Executive or Board of Directors who is not fulfilling his/her duties by a majority vote. A replacement will be appointed to the vacant office for the balance of the term.
10.3 Notification of any vacancies filled by the Executive Committee or the Board of Directors shall be sent to members or published in the Association's newsletter.
11. Expenses
Members of the Executive Committee, Board of Directors, Standing and Ad hoc Committees may be entitled to reimbursement of certain expenses incurred doing business of the Association by unanimous resolution of the Executive Committee or the Board of Directors.
12. Fiscal Year
The fiscal year of the Association is from October 1 to September 30.
13. Amendment of By-Laws
13.1 The adoption, repeal, or amendment of any by-law may be proposed by the Executive Committee, the Board of Directors or by five members of the Association.
13.2 Amendments to these By-laws may only be made by a Special Resolution which must be passed by not less than two-third of the members present at a general meeting. Notification in writing must be given to each voting member at least two weeks before the meeting at which the voting is to take place. Publication in the Association's newsletter shall constitute such written notification.
14. Rules of Order
The latest edition of Robert's Rules of Order, when not in conflict with these By-laws, shall govern the proceedings of the Association.
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