By-laws of the Foothills Library Association
Revised: June 15, 2010 (Updated By-laws as approved at the 2013 AGM to be published soon)
1.1 Any individual, institution or organization actively interested in the objectives of the
Association and complying with the requirements as to dues set forth in these Bylaws may
become a member of this Association:
a) An Individual Member shall be a person who at the time of qualification is active or interested
in library or bibliographic work, or teaching in the profession.
b) An Institutional Member shall be a library or institution interested in the objectives of this
Association. The authorized representative of an Institutional Member shall be any person
designated in writing by the Institution at the time of payment of dues.
c) An Honorary Life Member. The elected and appointed officers, known as the Executive
Board, may by a two thirds majority vote award the status of Honorary Life Member to any
individual member of the Association or other individual who has made a substantial and
recognizable long-standing contribution to libraries and library service in the Province of
Alberta. Presentation of the award shall take place at the Annual General Meeting. Honorary Life
Members shall have all the rights and privileges of individual members. Payment of membership
fees is waived for Honorary Life Members.
1.2 Application for membership shall be in such form as may be prescribed by the Executive
2. DUES OF MEMBERS
2.1 The annual membership dues of the Association shall be set by the Board subject to
ratification at the next Annual General Meeting. Any such changes in membership dues will take
effect the following fiscal year.
2.2 Dues are payable within the first two months of each membership year (September 1 to
August 31 of the following year) and become delinquent thereafter.
2.3 Members who have forfeited their membership through non-payment of dues may be
reinstated upon payment of dues for the current year.
3. RIGHTS OF MEMBERS
3.1 Only individual members are eligible to hold office.
3.2 Individual members and institutional members' representatives may be appointed to
3.3 Individual members and institutional members' representatives are eligible to vote. Voting
can only be done by mail or in person, proxy voting is not allowed.
3.4 Every member shall receive the official newsletter of the Association and an annual
3.5 Membership will cease upon non-payment of membership dues. Further, an institutional
membership will cease upon dissolution of that institution.
3.6 An individual or institutional member may resign and shall cease to be a member of the
Association upon delivering a written resignation in person or by registered post to the
Association through its Secretary, to be effective on the date of receipt. In the case of a
resignation, refund of dues will not be granted.
3.7 Members may not be expelled.
4.1 The Association shall be governed by an elected Executive Board of Directors/Officers
consisting of: President, Vice-President/President Elect, Secretary, Treasurer, Membership
Director, two Newsletter Editors, two Job Line Coordinators, two Events Line Coordinators,
Webmaster, Member at Large, and Past President.
4.2 Terms of office shall be either one or two years dependent upon the nature of the position.
Individuals named to the positions of Newsletter Editors, Job Line Coordinators and Events Line
Coordinators shall under normal circumstances serve two-year terms. The terms shall be
staggered between a minimum of two individuals so as to ensure continuity of training and
knowledge between those beginning and ending their terms. The position of Vice-
President/President-Elect shall serve a three-year term, the first year of which will be in the role
of Vide-president/President- Elect, the second year being that of President, and the third year
being that of Past President. All other positions shall be for a one year term.
5. ELECTION AND APPOINTING OF DIRECTORS/OFFICERS
5.1 The President shall be responsible for soliciting nominations and preparing a slate of
candidates for the elected positions, prior to the Annual General Meeting.
5.2 Elections will normally be conducted in person at the Annual General Meeting.
5.3 The nominees who receive the most votes will be elected to the Executive Board.
5.4 The current Executive Board will appoint, based on election results, experience and other
relevant factors, the positions to be held by the new Executive Board. These appointments need
not be final and may be rescinded or changed or executive directors/officers removed from
office, by three quarters in person vote of the remaining Executive Board.
5.5 A vacancy which occurs in the office of the President shall be filled for the balance of the
respective term by the Vice-president. A vacancy in any other office shall be filled for the
balance of the respective term by a replacement appointed by a majority vote of the Executive
5.6 Regarding remuneration of directors/officers, no members of the Executive Board will be
remunerated for their services.
6. GENERAL DUTIES OF THE EXECUTIVE BOARD
6.1 The Executive Board shall transact the business of the Association in meetings held at
intervals between annual general meetings.
6.2 The Executive Board shall hold regular meetings as required (no less than once within a 3
month period, no more than monthly) during the period from August to May, at such time and
place as determined by the Executive Board. There shall be no voting by proxy.
6.3 No member of the Executive Board shall be paid any remuneration or honorarium for duties
or functions performed or powers exercised as member of the Executive Board of the
6.4 Programme development for the year shall be the responsibility of the entire Executive
Board, under the direction of the President.
6.5 All Executive members shall perform such other related duties as may be assigned by the
President or the Board.
7. DUTIES OF DIRECTORS/OFFICERS
7.1 THE PRESIDENT - shall preside at all meetings of the Association and of the Executive
Board, and work to achieve the objectives of the Association. The President shall be the official
representative of the Association to other bodies. The President shall be the chief coordinator of
all the Association’s activities. The President shall prepare an Annual Report for presentation at
the Annual General Meeting and for publication in the Association newsletter.
7.2 THE VICE-PRESIDENT/PRESIDENT ELECT - shall perform all of the duties of the
President during any temporary absence or disability of the President. The Vice-
President/President Elect shall normally take charge of all publicity, other than the sending of
notices of programs to members. The Vice-president/President Elect shall remind members of
the Executive Board of forthcoming meetings and shall draw up agendas for these meetings. The
Vice-president/President Elect shall be responsible for recruiting volunteers to assist the
Executive. The Vice-president/President Elect shall act as liaison between the Association and
other library and information science related organizations to promote communication and
minimize programme conflicts.
7.3 THE SECRETARY - shall keep the minutes of all meetings of the Association and provide
soon after each meeting, a copy of minutes of each meeting to every member of the Executive
Board. The Secretary shall have custody of all books, and papers relative to the current
transaction of the Association and which are not in the charge of any other member of the
7.4 THE TREASURER - shall keep all accounts of receipts and disbursements of the
Association and report them at every meeting of the Executive Board. The Treasurer shall pay all
bills approved by the Executive Board. The Treasurer shall prepare an Annual Report for
presentation at the Annual General Meeting and for publication in the Association newsletter.
7.5 THE SECRETARY/TREASURER. If required, the offices of Secretary and Treasurer can be
held by one individual who will carry out the duties of each office.
7.6 MEMBERSHIP DIRECTOR - Shall keep membership records of all current and new
members and regularly report receipt of all membership dues and allied disbursements to the
Treasurer at every meeting of the Executive Board. The Membership Director is also responsible
for the preparation and distribution of an annual membership directory. The Membership
Director shall prepare an Annual Report for presentation at the Annual General Meeting and for
publication in the Association newsletter.
7.7 JOB LINE COORDINATORS - shall be responsible for maintaining an informal register of
local library related positions currently available.
7.8 EVENTS LINE COORDINATORS – shall be responsible for maintaining an informal
register of local library related events.
7.9 NEWSLETTER EDITORS - shall be responsible for producing and distributing the
Association's newsletter at least four times during the membership year.
7.10 WEBMASTER - shall be responsible for maintaining and updating the Association's web
site, with the exception of the Jobline and Eventsline.
7.11 MEMBER AT LARGE - shall be responsible for carrying out other responsibilities which
the Executive Board may assign.
7.12 PAST PRESIDENT - shall be responsible for carrying out other responsibilities which the
Executive Board may assign.
8.1 The Association's copy of Robert's Rules of order shall govern all Meetings of Members and
of the Executive Board, provided they do not conflict with the Societies Act or these By-laws.
8.2 There shall be an Annual General Meeting of the Association during May or June of the
8.3 Members shall receive at least 21 days' notice via e-mail of the Annual General Meeting.
Notice of the Annual General Meeting will be posted at least 21 days prior on the FLA.org
8.4 Special meetings of the members may be called at any time by the Executive Board or, by
petition of not less than 25 individual members none of whom shall be a member of the
8.5 Special meetings of the Executive Board may be called at any time by a majority of the
8.6 At least 21 days prior to the date fixed for holding a special meeting of the general
membership, written notice of the meeting shall be emailed to each individual authorized/eligible
to attend, and the notice shall include: date, time, place and purpose of such meeting. The notice
may be signed and dispatched by any representative of the group requesting the special meeting.
8.7 RESOLUTIONS - At the Annual General Meeting a voting member may offer a complex
motion introducing a new item of business only if written copies have been distributed at or
before the meeting to each voting member present or by unanimous consent of voting members
8.8 QUORUMS - 15 members in good standing shall constitute a quorum at any Meeting of
Members. If within half an hour from the time appointed for the meeting a quorum is not present,
the meeting shall stand adjourned to such time and place as may be deter mined by the members
present, and, if at that meeting a quorum is not present within half an hour from the time
appointed for the meeting, the members present shall be a quorum.
9.1 The Association's fiscal year will be from 01 May to 30 April of the following year.
9.2 Programme fees shall be non-refundable unless the Executive Board shall have exempted a
particular programme and set the specific terms and conditions of fee refund relating thereto.
9.3 Borrowing Powers - For the purpose of carrying out its objectives, the Association may
borrow or raise or secure the payment of money in such a manner it thinks fit and debentures can
only be issued by Special Resolution of the members of the Association.
9.4 Audit of Accounts and Inspection of Books - The accounts of the Association shall be
audited annually by an Auditor appointed by the Executive Board and the Auditor so appointed
shall report on the state of the accounts at the succeeding Annual General Meeting. For the
purpose of audit, the following shall be examined: cheque book, deposit book and bank
statements, receipted bills for all expenditures cash book, ledger and other books or papers
pertaining to the receipt and disbursement of funds.
9.5 Any member of the Association who wishes to inspect the current year's books of accounts of
the Association must serve for this purpose, at least seven clear days written notice to the
Secretary of the Association. The Secretary shall make arrangements, in consultation with the
President and the Treasurer, as to time and place for inspection of the Association's books and
records and duly notify this member. The Executive Board or any member thereof is not
obligated to provide copies or photocopies of the records or books of account sought to be
10. SPECIAL INTEREST GROUPS
10.1 Special Interest Groups may be established by the Executive Board upon request of ten or
more members interested in a subject or activity related to libraries and not within the scope of
an existing Special Interest Group or the Association.
10.2 All Special Interest Group members shall be members of the Association.
10.3 The Executive Board shall approve the name of each Special Interest Group.
10.4 Special Interest Groups shall:
a) at the time of the planning of the Association's programmes, submit to the Treasurer an outline
of the proposed programmes and related finances for the year.
b) file all Interest Group records with the Secretary.
c) report to the Board as required.
d) prepare annual reports for presentation at the Annual General Meeting.
e) send one representative to attend the Association's Executive Board meetings, where
11. AD HOC COMMITTEES
11.1 The Executive Board may from time to time strike Ad Hoc Committees to carry out specific
duties. These Committees will normally be discharged when their tasks are completed.
12. CUSTODY AND USE OF THE SEAL OF THE ASSOCIATION
12.1 The Executive Board may adopt a seal which shall be the common seal of the Association.
12.2 Responsibility for its custody will lie with the Secretary of the Association and use from
time to time shall be determined by the Executive Board.
13.1 Should the Association choose to dissolve itself, the Executive Board shall have the
complete discretion over the distribution of any remaining funds to charities or library
associations of its choice.
14. AMENDMENT TO THE BY-LAWS
14.1 By-laws may be rescinded, altered or added to only by a special resolution of the
14.2 Any proposed amendment of the by-laws must be included in the call of the meeting at
which it is to be considered and a three-quarters vote is required.
Dated. June 15, 2010