Statutes of IFLA
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These Statutes were adopted at the IFLA Council meeting held in Jerusalem, 13th August 2000, and registered with the Chamber of Commerce, The Hague, Netherlands on 18th July 2001. They were amended by resolution of the IFLA Council meeting held in Berlin on 3rd August 2003 and the IFLA Council meeting held in Buenos Aires on 27th August 2004.
IFLA Statutes: Proposed Revision 2008
Art. 1
The Federation represents the interests of library and
information associations, libraries and information services
throughout the world. The name of the Federation is: "The International Federation of Library Associations and Institutions". It is referred to throughout these statutes as "The Federation".
Art. 2
The acronym by which the Federation is known is "IFLA".
Art. 3
The Federation has its headquarters in The Hague, Netherlands.
Art. 4
The Federation is incorporated in accordance with the laws of
the Netherlands.
Art. 5
5.1 The Federation is an independent, international,
non-governmental, not-for-profit organization. Its membership is
composed of: associations of libraries, librarians and information
services; libraries; and library and information organizations.
5.2 The purposes of the Federation shall be: to promote high
standards of delivery of library and information services: to
encourage widespread understanding of the value and importance of
high quality library and information services in the private, public
and voluntary sectors; and to represent the interests of its Members
throughout the world.
5.3 In order to fulfil these purposes, the Federation shall
undertake such activities and enterprises and establish such units
which its governing bodies shall determine. The conditions applying
to such units shall be defined in the Rules of Procedure. The
Federation's Medium-Term Programme shall be prepared at regular
intervals by the Governing Board in consultation with appropriate
professional units of IFLA. The Medium-Term Programme shall be
published.
Art. 6
The Federation, in pursuing its purposes set out in these Statutes,
shall strive to embrace the following core values:
- the endorsement of the principles of freedom of access to
information. ideas and works of imagination and freedom of expression
embodied in Article 19 of the Universal Declaration of Human Rights
- the belief that people, communities and organizations need
universal and equitable access to information, ideas and works of
imagination for their social, educational, cultural, democratic and
economic well-being
- the conviction that delivery of high quality library and
information services helps guarantee that access
- the commitment to enable all Members of the Federation to engage
in, and benefit from, its activities without regard to citizenship,
disability, ethnic origin, gender, geographical location, language,
political philosophy, race or religion.
Art. 7
7.1 The Federation shall be made up of:
- Members [see definition at the end of this text], and
- Affiliates.
7.2 Members
Membership of the Federation shall be made up of the
following categories:
7.2.1 National Association Members:
Associations of librarians and information professionals, and associations of other organizations concerned with the delivery of information services and whose purposes are in accordance with those of the Federation, may be accepted as National Association Members. In countries where there is no library and information association, but where the interests of the library and information community are represented by a single body, this body may be admitted as a National Association Member.
7.2.2 International Association Members
International associations of librarians, libraries and library and information services and whose purposes are in accordance with those of the Federation may be accepted as International Association Members.
7.2.3 Other Association Members
Associations of librarians and information professionals whose purposes are in accordance with those of the Federation whose geographical remit is less than that of an independent state (for example, provincial or state associations) may be admitted as Association members in this category.
7.2.4 Institutional Members
Libraries and information services in the private, public and voluntary sectors,
Departments of library and information studies, Sub-units of library and information associations already in membership of the Federation, and other organizations and agencies whose purposes are in accordance with the purposes of the Federation may be accepted as Institutional Members.
7.2.5 Honorary Fellows
The Governing Board shall have the power to recognize individuals, including former Presidents of the Federation, who have given distinguished service in the profession of library and information service, or who have made an outstanding contribution to the work of the Federation, by conferring on them the title of Honorary Fellow.
7.3
Affiliates
Affiliation to the Federation shall be available in the
following categories:
7.3.1 Corporate Partners: Companies and other organizations
with an interest in library and information services may be
recognized as Corporate Partners of the Federation.
7.3.2 Personal Affiliates: Individuals who support the
purposes of the Federation may be accepted as Personal Affiliates.
Art. 8
Consultative Status may be conferred by the Governing Board on
international or multinational organizations in allied fields of
interest with which the Federation wishes to establish relationships
in order to further the Federation's purposes.
Art. 9
9.1 Privileges of Members, Affiliates and bodies with
Consultative Status shall include the right to participate in and
benefit from the activities of the Federation. subject to the
provisions of these Statutes.
9.2 Membership of, and affiliation to, the Federation
shall constitute an agreement to:
- be bound by the terms of the Statutes of the Federation
- pay such membership and other fees as determined in
accordance with these Statutes,
- actively contribute to the objectives of the Federation
Art. 10
10.1 Admission to Membership, Affiliation and Consultative
Status shall be subject to a decision of the Governing Board.
Admission to Membership, Affiliation and grant of Consultative Status shall be reported to Council
10.2 An applicant whose application is rejected by the Governing
Board may appeal to Council.
Art. 11
Any Member or Affiliate or body with Consultative Status may
resign at any time by giving written notice to the chief executive
officer.
Art. 12
Members and Affiliates
12.1 The Governing Board may decide to exclude a Member,
or Affiliate, or a member of an IFLA Board or Committee, if that
Member or person has acted contrary to the Statutes or purposes of
the Federation. A two-thirds majority of the votes cast shall be
required for such a decision.
Bodies with Consultative Status
12.2 A body with Consultative Status may have that status
withdrawn by the Governing Board if that body has acted contrary to
the Federation's Statutes or purposes. A two- thirds majority of the
votes cast shall be required for such a decision.
Appeal
12.3 A Member or Affiliate or body with Consultative
Status which has been excluded by decision of the Governing Board
shall receive a notice by post from the chief executive officer
specifying the grounds upon which the decision was made. The Member,
or Affiliate or body with Consultative Status shall be given 3 months
notice of the exclusion taking effect, during which time an appeal
against the decision may be made. Any such appeal may be made to the
chief executive officer who shall convey the appeal to a standing
Appeals Panel established by Council. The Panel shall make the final
decision.
Arrears
12.4 A Member or Affiliate whose membership fees are in arrears
as specified in the Rules of Procedure shall not be entitled to
exercise any of its rights or to receive any of the Federation's
services, unless the Governing Board decides otherwise.
12.5 The Governing Board may recommend to the Council to decide to
exclude any such Member or Affiliate.
Art. 13
Assets
13.1 A Member or Affiliate shall forfeit any right to any
part of the assets of the Federation in the event of their
resignation or exclusion.
Payment of fees
13.2 Resignation or exclusion shall not relieve such
Member or Affiliate from the obligation to pay arrears in fees and
fees for the full financial year in which resignation or exclusion
takes place.
14.1 The Members with voting rights accorded by these
Statutes and in good standing
[see definition at the end of this
text] shall constitute the Council, which is the highest organ
of the Federation. The Council shall conduct its business
either in general assembly or by postal and/or electronic ballot, as
provided for in these Statutes and in the Rules of Procedure.
Frequency of meetings
14.2 The Council shall meet in general assembly once per year, normally during the annual general conference of the Federation.
14.3 Council shall meet in general assembly no later than 15 months
after the previous meeting of Council.
14.4 The date and place of the next meeting of Council in general
assembly shall be decided by the Governing Board.
Convening notice and agenda
14.5 Convening notices, together with the agenda, shall be sent by the secretariat at least 3 months prior to the date of the meeting to all Members in good standing. The convening notice shall also be sent at least 3 months prior to the meeting to all Affiliates, bodies with Consultative Status, invited observers and members of the Governing Board and officers of all units of the Federation.
14.6 Items which Members wish to propose for inclusion in the agenda must reach the secretariat 4 months before the date of the meeting
14.7 The business of the meeting shall be limited to those items
appearing on the agenda issued with the convening notice for the
meeting. Additional items of an exceptional, urgent character may be
added at the discretion of the President or other person who is
acting as the chair of the meeting and with the consent of the
majority of the Members present or represented.
Extraordinary Council meeting
14.8 The Governing Board shall have the power to convene an
extraordinary meeting of Council to decide upon matters of urgent and
extreme importance and on which decision should not be delayed until
the next ordinary Council meeting.
14.9 Upon receiving a written request, signed on behalf of at least
one-tenth of the Members, the Governing Board shall convene an
extraordinary meeting of Council. Such a meeting shall be held not
later than 3 months after the date on which the request is received
by the Secretariat. The Secretariat shall send convening notices to
all Members entitled to attend, together with the agenda at least 2
months prior to the meeting.
14.10 No decision at such a meeting shall be adopted unless it is
subsequently approved by a two-thirds majority vote of the Members of
the Federation in a postal and/or electronic ballot.
Art. 15
Attendance at Council Meetings
15.1.1 Each Member is entitled to be represented at Council by
one or more representatives. One such person shall be designated by
the Member to exercise the right to vote.
Observers
15.2 Each Affiliate shall be invited to attend Council meetings
as observers.
15.3 Each body with Consultative Status shall be invited to be
represented at Council by one or more observers.
15.4 Each Member of the Governing Board shall be entitled to attend
Council meetings as an observer if they are not otherwise entitled to
attend.
15.5 The chief executive officer and officers of all units of the
Federation shall be entitled to attend Council meetings as observers,
if they are not otherwise entitled to attend. The definition of
"units" for the purpose of this article shall be determined by the
Governing Board and shall be set out in the Rules of Procedure.
15.6 The chief executive officer shall invite other persons,
associations and organizations to attend as observers, or to be
represented at Council meetings in accordance with guidelines issued
by the Governing Board.
Chair
15.7 The President of the Federation shall chair meetings of
Council. In the absence of the President, the President-elect shall
take the chair. In the absence of the President-elect, the Treasurer
or another member of the Governing Board shall take the chair.
Conduct of the meeting
15.8 All Members or their representatives are entitled to speak
at meetings of Council. Observers may speak at the invitation of the
chair or with the permission of the chair. All speakers must observe
the protocols for meetings of Council set out in the Rules of
Procedure.
Proxy votes
15.8.1 Each Member may be represented at a Council meeting by
another Member. Such Member may exercise proxy votes on behalf of the Members they are representing
Quorum
15.8.2 A simple majority of the National and International Association Members in good standing shall be present or be represented at Council to constitute a quorum, except where otherwise provided in these Statutes.
15.8.3 If a quorum is not present at a meeting of Council, the announced business may be transacted subject to gaining a two-thirds majority of those present.
Such business may be implemented only if subsequently endorsed by a
quorate meeting of the Governing Board. Any decisions made may be
confirmed at the next meeting of Council. If a quorum is not present at that
meeting, agenda items requiring confirmation or decision shall be referred
to a postal ballot.
Art. 16
Entitlement
16.1 Members in good standing shall have voting rights and
shall be entitled to exercise them in all meetings of Council and in
its ballots conducted by post and/or by electronic means. Votes shall
be cast in accordance with the provisions of the Rules of Procedure.
Allocation of votes
16.2 Each Member shall have one vote in all meetings other than
Council meetings.
16.3 The number of votes accorded to Members in Council meetings
and in postal/electronic ballots shall be as follows:
National Association Members
16.4 Each National Association Member shall be assigned a number
of votes in accordance with a formula determined from time to time by
the Governing Board. The formula and the number of such votes shall
be set out in the Rules of Procedure.
International Association Members
16.5 Each International Association Member shall be assigned at
least one vote in accordance with a formula determined from time to
time by the Governing Board. The formula and the number of such votes
shall be set out in the Rules of Procedure.
Other Association Members
16.6 Each Other Association member shall be assigned at least one vote in accordance with a formula determined from time to time by the Governing Board. The formula and the number of such votes shall be set out in the Rules of Procedure.
Institutional Members
16.7 Each Institutional Member shall be assigned at least one
vote in accordance with a formula determined from time to time
by the Governing Board. The formula and the number of such votes
shall be set out in the Rules of Procedure.
Honorary Fellows
16.8 Honorary Fellows shall be assigned one vote each.
Personal Affiliates
16.9 Personal Affiliates shall not have voting rights, except as
provided for in the Rules of Procedure.
Art. 17
Majority
17.1 Decisions shall be carried by a simple majority vote of votes
cast, except where otherwise provided in these Statutes.
Deciding vote
17.2 If a motion receives an equality of votes for and against, the
person acting as chair of the meeting shall have a deciding vote.
Elections
17.3 Elections for the post of President-elect and for the elected
places on the Governing Board shall be conducted by postal and/or
electronic ballot.
Other matters
17.4 The Governing Board may hold a postal and/or electronic ballot
to determine the Members' views on issues of importance, including
proposals for changes to the fees applicable to the various classes
of Membership and Affiliation. The outcome of such ballot shall be
reported to Council at a meeting of Council or by post and/or
electronic means.
Art. 18
Governing Board
18.1 There shall be a Governing Board responsible for the
managerial and professional direction of the Federation within
guidelines approved by Council.
Membership
18.2 The Governing Board shall consist of:
- the President,
- the President-elect elected under the provisions of article 19,
- 10 members elected by Members by postal and/or electronic ballot,
- the members of the Professional Committee elected under
the provisions of Article 22 of these Statutes.
- Up to three further Board members may be co-opted [See
definition at the end of the text] by the Governing Board to
represent interests determined by the Board.
Term of office
18.3 The elected members of the Governing Board shall serve for
an initial term of 2 years. They may stand for a further term of 2
years. The co-opted members shall serve for two years only.
Casual vacancy
18.4 A casual vacancy for elected places on the Governing Board
shall be filled for the remainder of the term by the unelected
candidate who received the highest number of votes in the most recent
elections for the Board.
Treasurer
18.5 The Governing Board shall elect from its own membership
the Treasurer of IFLA who shall be responsible for presenting the
annual accounts to Council, making proposals for changes to the fees
and, in consultation with the CEO, preparing the annual budget.
Frequency of meetings
18.6 The Governing Board shall meet at least twice per year,
once at the time and place of the annual general conference of the
Federation.
Notice of meetings
18.7 The chief executive officer shall normally give 2 months
prior notice of meetings of the Governing Board.
Quorum
18.8 A simple majority of the members of the Governing Board
shall constitute a quorum.
Majority
18.9 Decisions of the Governing Board shall be carried by a
simple majority of the votes cast. In the event of an equality of
votes for and against a proposal, the President or the person acting
as the chair of the meeting shall have the deciding vote. Votes shall
be cast in accordance with the provision in the Rules of
Procedure.
Invitations to attend meetings
18.10 The Governing Board may invite individuals or
representatives of other bodies to its meetings in a consultative
capacity if the Board decides that such invitations are desirable for
the satisfactory execution of its duties.
Reporting
18.11 The Governing Board shall report formally to Council.
Contracts
18.12 The Governing Board shall be competent to conclude
contracts on behalf of the Federation on the advice of the chief executive officer.
Delegation of powers
18.13 The Governing Board may delegate some of its powers to
one or several of its members. Such persons shall report to the
Governing Board.
18.14 The Governing Board shall have the power to establish such
groups, committees, offices or other bodies as it decides are
necessary for the execution of its duties. The Governing Board shall
determine the terms of reference, which it shall publish, of any such
bodies. Such bodies shall report to the Governing Board.
Legal proceedings
18.15 The power to represent the Federation in legal and other
proceedings shall belong to the President and the Treasurer acting
jointly. Such power shall not belong to the Governing Board.
18.16 The entitlement to representation in legal and other
proceedings shall also belong to the President or the Treasurer
acting jointly with the chief executive officer.
Art. 19
Election
19.1 The President, who shall act as the chief representative
of the Federation and provide it with professional leadership, shall
be elected by the Members by postal and/or electronic ballot.
Term of office
19.2 The President shall serve for a term consisting of 2 years
as President-elect, followed by 2 years as President.
19.3 The President shall serve for only one term as President.
Art. 20
Casual vacancy
20.1 In the event of a casual vacancy in the office of
President, the serving President-elect shall immediately act as
President and shall complete the current term of office of President,
and then continue to complete the term of office for which he or she
was elected.
20.2 In the event of a casual vacancy for the office of
President-elect, the Treasurer shall temporarily assume the duties of
the President-elect. A vacancy shall be declared by the Governing
Board for the post of President-elect and a postal and/or electronic
ballot shall be held.
Art. 21
21.1 There shall be an Executive Committee of the Governing
Board with executive responsibility delegated by the Governing Board to oversee the
direction of the Federation between meetings of the Governing Board
within the policies established by the Governing Board.
Membership
21.2 The Executive Committee shall consist of the President,
President-elect, the Treasurer, the Chair of the Professional
Committee, 2 members of the Governing Board, elected every 2 years by
members of the Board from among its elected members, and the chief
executive officer, ex-officio.
Quorum
21.3 A simple majority of the members of the Executive
Committee shall constitute a quorum.
Art. 22
Purpose
22.1 There shall be a Professional Committee to ensure
coordination of the work of all the units within the Federation
responsible for professional activities, policies and programmes.
Membership
22.2 The Professional Committee shall consist of the chair,
elected in accordance with Article 22.3 and an officer of each
Division of the Federation, preferably the chair of the Division, the
President-elect and two members of the Governing Board, elected by that Board from among its members.
Chair and Vice-Chair
22.3 The Chair of the Committee shall be elected by the
Committee from the representatives of the Divisions on the outgoing
Committee.
22.4 A Vice-Chair shall be elected by the Committee from amongst
its members.
Term of office
22.5 The Chair and Vice-Chair of the Professional Committee
shall each serve for 2 years only.
Meetings
22.6 The Professional Committee shall meet at least twice per
year at a time and place determined by the Committee, one of which
shall be at the time and place of the general conference of the
Federation.
Quorum
22.7 A simple majority of the members of the Professional
Committee shall constitute a quorum.
Majority
22.8 Decisions of the Professional Committee shall be carried
by a simple majority of the votes cast. In the event of an equality
of votes for and against a proposal, the chair of the meeting shall
have a deciding vote. Votes shall be cast in accordance with the
provisions of the Rules of Procedure.
Art. 23
Sections
23.1 The Professional Committee may at its discretion approve a
proposal to create a Section. Sections shall act as the primary focus
for the Federation's work in a particular type of institution or
information activity or other aspects of the Federation's
interests.
23.2 The Governing Board shall determine the registration fee for
membership of Sections which shall be set out in the Rules of
Procedure.
23.3 Each Section shall have a Standing Committee, nominated and
elected in accordance with the Rules of Procedure, to develop the
programme of the Section and to ensure its execution.
23.4 Each Section Standing Committee shall elect from its members a
Chair and a Secretary each of whom shall have a term of office of 2
years and who together shall constitute the Executive Committee of
the Section. They may be re-elected to the same office for no more
than a second two-year term. A Section may be discontinued by the
Professional Committee.
Art. 24
Divisions
24.1 The Governing Board shall establish Divisions whose
purpose shall be to promote and coordinate the professional work in
broad categories representing aspects of the interests of the
Federation.
24.2 The Professional Committee shall recommend to the Governing
Board the number, names and terms of reference of the Divisions.
24.3 Each Division shall have a Coordinating Board, consisting of
the Chairs and Secretaries of the Sections allocated to the Division.
The Board shall have at least five members. Members may be co-opted
to ensure that this minimum is achieved.
24.4 Each Coordinating Board shall elect from its members a Chair,
a Secretary and a Financial Officer. The term for each of these posts
shall be 2 years. Officers may be elected to the same office for no
more than one consecutive term of 2 years. The post of Financial
Officer shall normally be combined with that of either Chair or
Secretary.
24.5 The terms of reference of each Section shall be determined by
the Division after consultation with the Professional Committee.
Art. 25
Core Activities
25.1 The Professional Committee may recommend to the Governing
Board for approval the establishment of special offices and
programmes for core activities of the Federation. The management of
these core activities shall be in accordance with the provisions of
the Rules of Procedure.
25.2 Representatives of these core activities may serve as co-opted
members of the Governing Board and as elected members of the
Professional Committee in accordance with the provisions of these
Statutes.
25.3 Representatives of these core activities shall be members, ex
officio, of the Coordinating Boards of Divisions and Standing
Committees of Sections relevant to their missions.
Art. 26
Special Interest Groups
26.1 Special interest groups may be approved by the
Professional Committee to accommodate the particular interests of
Members and Affiliates for which the establishment of a Section is
not deemed appropriate.
26.2 A proposal for such a group may be made by a Division, a
Section or a combination of Divisions and/or Sections, or by one or
more Members.
26.3 If a Section proposes the establishment of a group under this
provision, the Division to which the Section belongs must be
consulted by the Professional Committee.
26.4 The Professional Committee shall establish criteria for the
establishment of such groups, subject to the approval of the
Governing Board and set out in the Rules of Procedure.
26.5 A group established under this provision shall report to the
Division or Section to which it was allocated by the Professional
Committee.
26.6 The Professional Committee may approve the discontinuation of
a group established under this provision on the proposal of the
Division or Section to which it belongs or as a result of
reorganization of the professional work.
26.7 The Governing Board shall establish provisions in the Rules of
Procedure for the governance of such special interest groups.
Art. 27
Chief executive officer
27.1 The Secretariat of the Federation is headed by a chief
executive officer who is appointed by the Governing Board.
27.2 The chief executive officer is responsible for the strategic
and operational direction and the financial management of the
Federation within the policies established by Council and the
Governing Board.
27.3 The chief executive officer shall have the right to attend and
participate in an advisory capacity at any meeting of Council, the
Governing Board, and the Professional Committee, provided that his or
her own position is not under discussion. He or she shall not have a
vote at such meetings.
Staff
27.4 The chief executive officer shall appoint such other staff
members as necessary for the efficient and effective operation of the
Secretariat and deal with all other staffing matters within the
limits of the approved budget.
27.5 The Governing Board shall determine the general conditions of
service of members of staff of the Federation on the advice of the
chief executive officer.
Art. 28
28.1 The Federation shall derive its finances from:
- Members' and Affiliates' fees
- Income from the sales of products and services
- Gifts, grants, legacies and such other resources as are
consistent with the objectives of the Federation.
28.2 The Federation shall allocate these finances to a special
purpose fund for the benefit of the common good of library and
information associations and services. This fund shall be entitled
the "Central Fund". This Central Fund can be spent or reserved for
future expenditures for the benefit of the common good of library and
information associations and services.
28.3 The Federation shall add finances received to the Central Fund
as soon as they are paid to the Federation.
Financial year
28.4 The financial year of the Federation shall be the calendar
year.
Accounts and Budget
28.5 The Governing Board shall submit annually to Council for
its approval the accounts for the previous year, audited by a
registered accountant.
28.6 The Governing Board shall adopt an annual budget for the
Federation.
Art. 29
The Governing Board shall approve Rules of Procedure to provide for
the detailed operation of the Federation within the provisions of
these Statutes.
Art. 30
Proposals for amendment
30.1 Governing Board may make proposals to amend these
Statutes, either on its own initiative or on the proposal of
Members.
30.2 A proposal to amend these Statutes signed by not less than
one-quarter of the Members of the Federation and submitted to the
chief executive officer shall be acted upon by the Governing
Board.
Voting on amendments
30.3 Any proposals to amend these Statutes shall be subject to
a postal and/or electronic ballot of the total Membership of the
Federation. At least 4 months' notice of the proposals shall be given
to Members of the Federation, before the ballot closes.
30.4 If the proposals receive a simple majority of the votes cast,
the proposals shall be carried. Such proposals shall be considered
for final approval by the next following Council meeting. A
two-thirds majority of the Members voting shall be required for final
approval.
30.5 A change in the Statutes is only valid after the preparation of
the amendment by a solicitor. Any member of the Board is authorized
to draw up an amendment to the Statutes.
30.6 Members of the Governing Board are obliged to deposit at the
register in the office of the Chamber of Commerce in The Hague an
authentic copy of the amendment of the Statutes and a complete text
of the Statutes as it will be after the change.
Art. 31
Proposals for dissolution
31.1 A proposal for the dissolution of the Federation may be
made by the Governing Board, either on its own initiative or on the
proposal of Members.
31.2 A proposal for the dissolution of the Federation signed by not
less than one-quarter of the Members of the Federation and submitted
to the chief executive officer shall be acted upon by the Governing
Board.
31.3 Any proposal for the dissolution of the Federation shall be
subject to a postal and/or electronic ballot of the total Membership
of the Federation. At least four months' notice of the proposals
shall be given to Members of the Federation, before the ballot
closes.
Voting on dissolution
31.4 If the proposal receives a simple majority of the votes
cast it shall be carried. Such proposal shall be considered for final
approval by the next following Council meeting. A two-thirds majority
of the Members voting shall be required for final approval.
31.5 In the event of dissolution Council shall determine the method
of ceasing activities and liquidation of the Federation.
Settlement
31.6 The general meeting of members shall determine the purpose
of the liquidation surplus, as far as possible in accordance with the
mission of the Federation. The liquidation surplus shall be used for
the benefit of the common good of library and information
associations and services.
31.7 The settlement shall be carried out by the Governing Board.
31.8 After dissolution the Federation shall continue to exist in so
far as this is necessary until settlement of its assets. During the
settlement the provisions of the Statutes remain valid as far
possible. In documents and announcements issued by the Federation the
words "in liquidation" must be added to its name.
31.9 The settlement shall end on the date on which there are no
assets known to the executor of the settlement.
31.10 The accounts and documents of the dissolved Federation have to
be kept for 10 years after the dissolution. The custodian shall be
appointed by the executors.
Definitions
"Co-opted member" means a member invited to serve on a
committee or board by that committee or board, usually to provide
expertise or representation not otherwise available. Co-opted members
are therefore not elected. They have voting rights unless otherwise
specified.
"Members in good standing" means Members whose membership
fees have been paid in full for the latest complete fiscal year and
whose earlier payments are not in arrears.
"Simple majority of votes cast" means at least one vote more
than half of the votes cast. Members not voting and members who
indicate that their abstentions be noted are not counted as votes
cast.
Rules of Procedure
These Rules of Procedure were adopted by the Governing Board of IFLA on 25th August 2001, in accordance with Article 29 of the Statutes of the Federation, and amended by the Executive Committee acting on behalf of the Board on 11th November 2002, by the Governing Board on 5th December 2003, on 9th December 2004 and on 16th and 17th March 2005.
1. GENERAL MEETINGS
(See Statutes, Article 14)
1.1 The Governing Board shall arrange general meetings.
1.2 These meetings may have the character of Council meetings in
general assembly, in accordance with Article 14 of the Statutes, or
general conferences.
1.3 Meetings of Council in general assembly shall normally be held
during the same time period and at the same place as the general
conference.
1.4 The Governing Board shall decide the time and place of such meetings.
1.5 The level of registration fees for general conferences shall be
subject to the approval of the Governing Board.
2. ACCESS TO MEETINGS
2.1 All professional meetings of the Federation and its units are open to all members and registered participants at the annual conference or other conferences at which the meetings are held. Professional meetings may include conference sessions, workshops, training and development activities or other programmes of a professional nature.
2.2 Registration requirements and payment of a fee may apply to attendance at conferences or other professional meetings.
2.3 Meetings of the Federation’s Council, described in Articles
14 and
15, are open, subject to the provisions of Rule 2.6, to:
2.3.1 Members of the Federation
2.3.2 Affiliates, and
2.3.3 Bodies with Consultative Status
in good standing, and their representatives, and registered participants at the annual conference or other conferences at which the meetings are held. Persons attending meetings of the Council, other than representatives appointed in accordance with Article 15.1.1, attend as observers. They should sit in areas designated for observers and may not participate in the discussions unless invited to do so by the Chair.
2.4 Meetings of the committees and boards of the professional units, which are described in Articles 23 to 26, are open, subject to the provisions of Rule 2.6, to:
2.4.1 Members of the Federation
2.4.2 Affiliates, and
2.4.3 Bodies with Consultative Status
in good standing, and their representatives, and registered participants at the annual conference or other conferences at which the meetings are held. Persons attending meetings of the committees and boards referred, other than members of those bodies, attend as observers. They should sit in areas designated for observers and may not participate in the discussions unless invited to do so by the Chair.
2.5 Meetings of the Governing Board and Professional Committee, which are described in Articles
18 and
22, and other committees established by those bodies are open, subject to the provisions of Rule 2.6, to:
2.5.1 Members of the Federation and
2.5.2 Affiliates.
in good standing and their representatives. Persons attending meetings of the Governing Board, Professional Committee and other committees, other than members of those bodies, attend as observers. They should sit in areas designated for observers and may not participate in the discussions unless invited to do so by the Chair.
2.6 A meeting, or part thereof, of the bodies referred to in Rules 2.3 to 2.5 may be declared closed by the Chair only for the discussion of:
2.6.1 the performance, achievements, qualifications, recognition or remuneration of IFLA staff, IFLA members or other individuals or institutions
2.6.2 IFLA positions and statements on controversial matters in cases when it may reasonably be anticipated that the positions articulated by individual participants in the meeting may lead to sanctions being taken against them by their governments or other parties
2.6.3 IFLA’s negotiation position and strategy in international negotiations
2.6.4 IFLA’s position and strategy in relation to legal and financial contracts and agreements.
2.7 Wherever possible, prior notice that a meeting, or part thereof, of the bodies referred to in Rules 2.3 to 2.5 will be closed should be given in the notice of the meeting.
2.8 Observers, except those specifically invited to assist in dealing with the matters to be considered during the closed session, may not be admitted to a meeting declared closed in terms of Rule 2.6.
2.9 A meeting closed in terms of Rule 2.6 shall deal only with the matters described in Rules 2.6.1 to 2.6.4.
2.10 Minutes or other records of meetings shall be made available to members of the Federation as soon a practicable after their approval, except for records concerning matters of the nature described in Rules 2.6.1 to 2.6.4.
3. PROTOCOLS FOR MEETINGS
(see Statutes,
Article 15)
3.1 The President shall serve as Chair at meetings of Council and
the Governing Board. In the absence of the President, the
President-elect or the Treasurer of IFLA, in that order of precedence
shall serve as Chair. If neither of these officers is able to serve,
the meeting shall elect a member of the Governing Board to serve as
chair for the meeting. The election shall be conducted by the chief
executive officer.
3.2 The Chair of the Professional Committee shall chair the meetings
of the Committee. In the absence of the chair, the Vice-chair shall
chair the meeting. If the Vice-chair is unable to serve, the
Committee shall elect a chair for that meeting. The Secretariat shall
conduct the election.
3.3 Speakers shall address the chair. Speakers at Council meetings
shall not speak for longer than five minutes. They shall not be
called to speak again on the same subject until all those who wish to
speak have spoken. The chair has the right to curtail discussion in
the interest of completing business.
3.4 Persons entitled or invited to attend Council meetings in
accordance with Article 15 of the Statutes may speak at such
meetings.
3.5 Observers and other persons are not entitled to vote and may
speak only if the chair permits.
3.6 To permit the chair of the meeting to enable the efficient and effective conduct of business, rulings by the chair are final.
3.7 The Executive Committee may appoint someone who is an expert on the rules and methods of the conduct of business by boards and committees to assist the chair of Council or the Governing Board in determining all matters of procedure for which there is no provision in these Rules.
3.8 The Executive Committee may approve the use of a standard guide to meetings procedure to assist the chair of Council or the Governing Board in determining all matters of procedure for which there is no provision in these Rules.
3.9 Resolutions which Members wish to propose for inclusion in the agenda in accordance with Article 14.6 must reach the secretariat 5 months before the date of the meeting and must be in the format prescribed in Rule 3.12.
3.10 Resolutions of an exceptional or urgent character proposed after the deadline specified in Article 14.6 must be submitted to the IFLA office by the due date and time specified by the Executive Committee.
3.11 In very exceptional circumstances, the President or other person who is acting as the chair of the meeting may accept a resolution from the floor of Council with the consent of the majority of the Members present or represented. It must, at the same time, be handed over in writing to the Chair.
3.12 All resolutions must be proposed and seconded by authorised representatives of Members whose names and affiliations must be included and must clearly express the action recommended to be taken by the Federation.
3.13 The Governing Board shall take appropriate action on resolutions passed by Council.
3.14 All resolutions must be brief, clear in intent and legible. Brief additional background or explanation may be attached if necessary. The Executive Committee may seek clarification or rephrasing to ensure that the meaning and intent of a proposed resolution are clear and may nominate a delegate or delegates to assist the proposer to revise a proposed resolution in order to conform with these Rules.
Postal Ballots
4.1 In accordance with Article 17 of the Statutes, elections for the
post of President-elect and for the elected places on the Governing
Board shall be conducted by postal ballot. The Governing Board may
also hold postal ballots to determine the Members' views on issues of
importance.
Nominations
4.2 The Secretariat shall issue to all voting Members and Affiliates
a call for nominations for the post of President-elect and for
vacancies on the Governing Board in October of the year before the
elections are due to take place.
4.3 Nominations must be submitted using the form issued by the
Secretariat. Nominations shall be submitted by the announced closing
date, which shall be no earlier than four months after the call for
nominations. No nominations shall be accepted after the closing
date.
4.4 Only nominations signed by a competent representative of a
qualified Member or by a Personal Affiliate shall be accepted.
4.5 In the case of nominations for President-elect, ten (10)
nominations by qualified Members or Personal Affiliates shall be
required.
4.6 In the case of nominations for elected places on the Governing
Board, five (5) nominations by qualified Members or Personal
Affiliates shall be required.
4.7 Nominators shall ensure that their candidate is willing to
accept the nomination.
4.8 The Secretariat will obtain for each valid nomination:
- a statement that the nominee accepts the nomination
- confirmation that the nominee can carry out the duties of the
post and participate in the work of the Governing Board at no
cost to the Federation.
- a brief summary of the nominee's career, especially as it relates to IFLA
- a brief statement, or 'manifesto,' outlining the nominee's aims
during the period of office
- confirmation that the nominee has a working knowledge of at
least one of the IFLA languages.
4.9 Staff of the Federation [see definition] shall not be eligible
to be nominated for President-elect or for a place on the Governing
Board.
Ballot Papers
4.10 The Secretariat shall prepare ballot papers by listing the
names of the candidates in alphabetical order of family name, or
preferred name, of the candidate in each category.
4.11 Ballot papers shall be sent by post to all members entitled to
vote, allowing at least eight weeks for their despatch and return.
Completed ballot papers may be returned by post or by facsimile
transmission.
Voting
4.12 Voters may vote for as many candidates in each category as
there are vacancies.
4.13 The Secretariat shall arrange for a count of the number of
votes cast. A panel of independent scrutineers appointed by the chief
executive officer shall check the results.
4.14 For the post of President-elect, the candidate who receives the
highest number of votes shall be elected.
4.15 If two or more candidates obtain an equal highest number of
votes, a new election will be held at the next Council meeting
between these candidates. For the vacancies for elected places on the
Governing Board, the number of candidates with the highest number of
votes shall be declared elected equal to the number of vacancies.
4.16 If two or more candidates obtain an equal number of votes for
the last remaining vacancy, a new election will be held at the next
Council meeting between these candidates.
4.17 Candidates for the post of President-elect and for the elected
places on the Governing Board shall be elected separately. The same
person may be nominated for both vacancies, but if that person is
elected President-elect, the nominee may not be elected to the
Governing Board in another capacity. If a candidate for both
vacancies is elected President-elect and also receives enough votes
to obtain an elected place on the Governing Board, the candidate with
the next highest number votes shall be elected.
4.18 The completed ballot papers shall be kept at IFLA headquarters
for at least six (6) months after the completed election and made
available for inspection on request.
4.19 The results of the elections shall be published in the
Federation's official publications [see definition].
Council Meetings and meetings of boards and committees
4.20 Votes at Council meetings and in meetings of boards and
committees shall normally be taken by a show of hands. If, however,
the majority of the meeting so decides, or if the chair of the
meeting so rules, voting shall be by secret ballot.
4.21 The Secretariat shall ensure that, in Council meetings,
representatives of Voting embers and the number of votes they hold
can be readily identified.
4.22 The Secretariat shall take steps to arrange for at least three
(3) tellers to be appointed for each Council meeting.
4.23 The tellers shall count the votes.
4.24 Decisions shall be carried by a simple majority of the votes cast.
4.25 In the event of an equality of votes, the chair shall have the
power to exercise a casting vote [see definition].
5. FINANCES
(See Statutes, Article 28)
Accounts
5.1 An audit of all accounts shall be made annually by a duly
qualified accountant, engaged by the Governing Board.
5.2 A summary of the annual accounts shall be published in the
Federation's official publications [see definition].
5.3 A copy of the full accounts of the Federation shall be supplied
on request to the representative of any Member of the Federation.
Special Funds
5.4 The Governing Board may set aside such a portion of the total
funds of the Federation in the form of reserve funds as in its
judgment are necessary or expedient for the proper functioning of the
Federation.
5.5 The Governing Board shall have the power to solicit funds or
grants from outside the Federation. The Governing Board may authorize
a person or group of persons to act for the Board in this respect.
5.6 The financial assets of all units of the Federation shall be
deemed to be part of the assets of the Federation itself. However,
the Governing Board on the advice of the Professional Committee may
decide that income derived from the activities of a Division, Section
or other professional unit of the Federation may be reserved for the
furtherance of the work of that Division, Section or professional
unit.
6. MEMBERSHIP AND AFFILIATION FEES
6.1 Members and Affiliates shall pay an annual membership or
affiliation fee, the level of which shall be determined by the
Council on the advice of the Governing Board.
6.2 The Council, on the advice of the Governing Board, may set
different levels of fees for Members and Affiliates in developing and
developed countries.
6.3 The minimum level of such fees for Members and Affiliates shall
be set at a level which covers the basic costs of the Federation's
services to such categories.
6.4 Annual membership and affiliation fees shall be payable in
advance on the first day of January in each year.
6.5 The Secretariat shall, on payment of the correct fee in full,
send a receipt of payment, which shall serve as both evidence of
payment and, where appropriate, authorization to vote.
6.6 6.6 Members and Affiliates whose payments are in arrears shall not be entitled to exercise any of the rights conferred by the Statutes of the Federation or these Rules. Members and Affiliates who have not paid their fees by June 30th in any year shall not receive any of the services of the Federation, until the fees are paid in full. Members who have not paid their fees by 31 December in any given year shall be excluded by resolution of the Governing Board.
National Association Members
6.7 The level of membership fees for National Association Members as defined in the Statutes, Article 7.2.1, shall be based on a system of 12 bands. The appropriate band is determined by a calculation using the total operating expenses of the Member. [see definition]
6.8 The Council, on the advice of Governing Board, may set a maximum level and a minimum level of fee to be paid by National Association Members, notwithstanding the provision in Rule 6.2.
6.9 The fees of the National Association Member(s) shall be payable by the National Association(s) and/or by any other Member(s) or Institution(s). The apportionment of voting rights arising from any such arrangement shall be settled in due consideration between the parties concerned, with the stipulation that no one party may be assigned more than 40 votes.
7. VOTING RIGHTS
International Association Members
7.1 International Association Members as defined in the Statutes,
Article 7.2.2 shall be entitled to five (5) votes each. These votes
may be used in postal ballots for elections to the posts of
President-elect and places on the Governing Board, on other matters
which the Governing Board decides, and in all votes taken at Council
meetings.
7.2 In all other matters, including elections for places on Standing
Committees of Sections, International Association Members shall have
one vote.
National Association Members
7.3 National Association Members, as defined in the Statutes, Article 7.2.1, shall be assigned a number of votes which may be used in all postal ballots and in all votes taken in Council meetings. The number of votes shall be allocated per association in accordance with the bands indicating the membership fee paid to the Federation by the National Association Member in the previous fiscal year.
7.4 The basic scale shall be as follows:
National Association Members in Group A: ten (10) votes
National Association Members in Group B: twenty (20) votes
National Association Members in Group C: thirty (30) votes
National Association Members in Group D: forty (40) votes
7.5 Council, on the advice of the Governing Board, shall from time to time, decide on what basis to assign National Association Members to these groups.
7.6 If, on January 1st of any year, the total number of votes of National Association Members is equal to, or less than, the total number of votes of Institutional Members, the votes allocated to each group of National Association Members as listed in Rule 7.3 shall be adjusted by the chief executive officer. The adjustment shall be made in appropriate proportions until the total number of votes of National Association Members exceeds that of Institutional Members.
7.7 In the event of changes to the allocation of votes, the chief executive officer shall inform National Association Members no later than February 1st of the year in which the changes take place, of the new allocation. If appropriate, National IFLA Committees shall also be informed.
7.8 In all other matters, including elections for places on Standing Committees of Sections, National Association Members shall have one vote.
Other Association Members
7.9 Other Association Members, as defined in the Statutes, Article 7.2.3, shall be entitled to two (2) votes each. These votes may be used in postal ballots for elections to the posts of President-Elect and places on the Governing Board, on other matters which the Governing Board decides, and in all votes taken at Council meetings.
7.10 In all other matters, including elections for places on Standing Committees of Sections, Other Association Members shall have one vote.
Institutional Members
7.11 Institutional members, as defined in the Statutes, Article 7.2.3, shall be allocated one vote each. This vote may be used in all postal ballots, Council meetings and all other occasions on which such members are entitled to vote.
Personal Affiliates
7.12 Personal Affiliates, as defined in the Statutes, article 7.3.2
are not entitled to vote. They are, however, entitled nominate
candidates for the post of President-elect and for elected places on
the Governing Board.
8. GOVERNING BOARD
(See Statutes, Article
18)
Quorum
8.1 A quorum of the members of the Governing Board, in accordance
with Article 18.8 of the Statutes, (a simple majority of the members
of the Board) shall be present when the meeting takes a decision.
8.2 If a quorum is not present and urgent business is under
consideration, those present may make a recommendation which shall
then be put to the Board members for approval either by mail or by
electronic means. The recommendation shall become a definitive
decision if a majority of the members are in favour.
Chair
8.3 The President shall chair the meetings of the Governing Board.
In the absence of the President, the President-elect shall take the
chair. If the President-elect is also absent, the Treasurer of IFLA
shall take the chair. If the Treasurer is also absent, the members
present shall elect a chair for the meeting.
Treasurer
8.4 The Governing Board shall elect from its own membership the
Treasurer of IFLA (see Statutes, Article 18.5).
8.5 The chair of the meeting shall call for nominations. Every
member of the Board is entitled to nominate a candidate for the post
of Treasurer.
8.6 If there is only one nominee, that candidate shall be declared
elected.
8.7 If there are several nominees, a secret ballot shall be held
conducted by the chief executive officer. The candidate with the
highest number of votes shall fill the vacancy.
8.8 If two or more candidates receive an equal highest number of
votes, further secret ballots shall be held. If after three ballots,
there is still no decision, the chair of the meeting will decide
between the candidates concerned.
Other responsibilities
8.9 The Board shall appoint such committees, in addition to those
provided for in the Statutes (articles 21 and 22), as it decides are
necessary for the efficient and effective functioning of the
Federation. It shall determine their terms of reference,
composition, terms of office and membership.
Substitutions
8.10 In the event of unavoidable absence, a Governing Board member
may request the chair of the meeting to accept a representative to
attend the meeting in the capacity as an observer. The
representative may not vote.
Vacancies
8.11 In the event of the death or resignation of an elected member
of the Governing Board, the unsuccessful candidate who received the
highest number of votes in the most recent election for places on the
Board shall fill the vacancy for the remaining term. On completion of
that term, the person concerned may be nominated for election to the
Board in the normal way and shall be eligible to serve for two full
terms.
8.12 If no such candidate is available, the Board may co-opt a
person to fill the vacancy for the remaining term. On completion of
that term, the person may be nominated for election to the Board in
the normal way and shall be eligible to serve for two full terms.
9. EXECUTIVE COMMITTEE
(see Statutes, Article
21)
9.1 The chair of the meeting of the Governing Board shall call for
nominations from among the members of the Board for the two elected
places on the Executive Committee.
9.2 Each member of the Governing Board is entitled to nominate a
candidate for each of the places.
9.3 If there is only one nominee for each place, those candidates
shall be declared elected.
9.4 If there are several nominees for each place, a secret ballot
shall be held conducted by the chief executive officer. The
candidates with the highest number of votes shall fill the
vacancies.
9.5 If two or more candidates receive an equal highest number of
votes for the last remaining vacancy, further secret ballots shall be
held. If after three ballots, there is still no decision, the chair
of the meeting will decide between the candidates concerned.
9.6 Casual vacancies for the elected places on the Committee shall
be filled by the unsuccessful candidate with the highest number of
votes in the most recent election.
9.7 If no such person is available, the Board shall decide the
appropriate means of filling the vacancy.
10. PROFESSIONAL COMMITTEE
(see Statutes,
Article 22)
Chair
10.1 The outgoing chair of the Professional Committee shall call for
nominations for the post of Chair.
10.2 Nominees for the post of Chair shall be members of the
Professional Committee whose terms expire at the end of the general
conference at which the election is held.
10.3 If there is only one nominee for the post, that person shall be
declared elected.
10.4 If there is more than one valid nominee for a post, an election
will be held by secret ballot. The members of the newly elected
Professional Committee will be entitled to vote.
10.5 The candidate with the highest number of votes shall fill the
vacancy. If two or more candidates receive the highest number of
votes, the outgoing Chair casts the deciding vote.
Financial Officer and other assignments
10.6 The newly elected chair may propose the appointment of a
Vice-chair who shall also act as Financial Officer.
10.7 The newly elected chair may also propose specific assignments
for committee members.
Elected representatives of the Governing Board
10.8 The chair of the meeting of the Governing Board shall call for
nominations for the three places on the Professional Committee from
among the elected members of the Governing Board.
10.9 Every elected member of the Governing Board is entitled to
nominate a candidate from among the elected members of the Board for
each of the places.
10.10 If there is only one nominee for each place, those candidates
shall be declared elected.
10.11 If there are several nominees for each place, a secret ballot
shall be held conducted by the chief executive officer. The
candidates with the highest number of votes shall fill the
vacancies.
10.12 If two or more candidates receive an equal highest number of
votes for the last remaining vacancy, further secret ballots shall be
held. If after three ballots, there is still no decision, the chair
of the meeting will decide between the candidates concerned.
Casual vacancies
10.13 Vacancies which occur through the death or resignation of an
elected representative of the Governing Board on the Professional
Committee shall be filled by the unsuccessful candidate with highest
number of votes in the most recent election.
10.14 If no such person is available, the Board shall decide how to
fill the vacancy.
10.15 Vacancies which occur through the death or resignation among
the representatives of Divisions serving on the Professional
Committee, shall be filled by the Division concerned.
Meetings
10.16 Meetings of the Professional Committee shall be held at least
twice a year. One such meeting shall be held during the course of the
annual conference.
10.17 At least two months notice shall be given of the meeting by
the Secretariat. However, a meeting may be held at shorter notice if
the chair decides.
10.18 In accordance with the Statutes (Article 22.7), a quorum shall
be present when the meeting proceeds to decision making. If a quorum
is not present and urgent business is under consideration, those
present may make a recommendation, which shall then be put to the
committee members for approval either by mail or by electronic means.
The recommendation shall become a definitive decision if a majority
of the members are in favour.
10.19 The chair of the Professional Committee shall preside at
meetings of the committee. In the absence of the chair, the
Vice-chair shall preside. In the absence of the Vice-chair, the
meeting shall elect a chair.
11. DIVISION
(see Statutes, Article 24)
Functions
11.1 The function of Divisions is to coordinate the professional
activities of the Sections and special interest groups within each
Division.
Establishment
11.2 The Professional Committee shall have the power to recommend to
the Governing Board the number, names and terms of reference of the
Divisions.
11.3 The Professional Committee shall have the power to recommend to
the Governing Board changes to terms of reference of Divisions.
11.4 The Professional Committee shall have the power to recommend
the abolition of a Division.
11.5 The Governing Board may adopt the recommendations of the
Professional Committee on such matters.
11.6 If the Governing Board does not adopt the recommendations of
the Professional Committee, it shall return them to the Committee,
stating the reasons for the decision.
Coordinating Boards
11.7 Each Division shall have a Coordinating Board, consisting of
the Chairs and Secretaries of the Sections established by the
Division in accordance with Rule 11.24.
11.8 In the case of the Division of Regional Activities, the
Regional Managers appointed by the Governing Board shall serve as
ex-officio members of the Coordinating Board. They shall not be
eligible to serve as Chair, Secretary or Financial Officer of the
Board.
Meetings of the Coordinating Board
11.9 Each Coordinating Board shall meet annually during the course
of the Federation's annual conference.
11.10 A simple majority of the members of the Coordinating Board
shall constitute a quorum.
11.11 If the quorum is not reached, the Chair shall make
arrangements to consult the members of the Board by post or by
electronic means.
Officers
11.12 Each Coordinating Board shall elect from its own members a
Chair, a Secretary, and a Financial Officer. The post of Financial
Officer shall normally be combined with that of Chair.
11.13 Only members of the Coordinating Board may make nominations
for these posts.
11.14 The term of office for these posts shall be two (2) years. The
same person may be re-elected to serve in the same post for no more
than one consecutive term.
11.15 The election of the Chair will take place before the election
of Secretary.
11.16 If there is only one nominee for an office, that person will
be declared elected. If there is more than one nominee a secret
ballot will be held. The candidate with the highest number of votes
shall be elected. If two or more candidates receive an equal highest
number of votes, re-election between these members shall take place.
If, after two such elections no result is reached, the chair of the
Professional Committee shall choose between the tied candidates.
Membership of the Professional Committee
11.17 The Chair of each Divisional Coordinating Board shall serve as
a member of the Professional Committee.
11.18 If the Chair is unable to serve in such a capacity, the Chair
shall designate another member of the Board to serve on the
Professional Committee for that term of office.
11.19 If no member of the Coordinating Board is willing to be so
designated, another person who is currently or was recently closely
involved in the work of the Division may be designated by the Chair.
Any such person shall be invited to attend all meetings of the
Coordinating Board in an advisory, non-voting, capacity.
Casual Vacancies
11.20 In the event that the Chair, or Secretary, or Financial
Officer of a Division is unable to continue to serve in that
capacity, the unsuccessful candidate who received the highest number
of votes in the most recent election for the post shall fill the
vacancy for the remaining term. On completion of that term, the
person concerned may, if otherwise eligible, be nominated to serve
for one further term. If no such candidate is available, one of the
other officers of the Division shall assume the duties until
elections can be held. If the officer concerned holds combined
responsibilities (e.g. Chair and Financial Officer), the remaining
officer shall assume both responsibilities until elections can be
held.
Handing over responsibilities
11.21 When the post of Chair, Secretary or Financial Officer is
being assumed by a newly-elected person, the outgoing officer shall
make every possible effort to ensure the smooth continuity of the
work of the Division. In particular, all financial transfers must be
accomplished 1st November of the year in which the new officer was
elected.
Powers and responsibilities
11.22 The Coordinating Board shall carry out its responsibilities
within the annual budget approved by the Professional Committee.
11.23 Each Division may establish Sections and special interest
groups, subject to the approval of the Professional Committee.
Special interest groups may be established in combination with other
Divisions.
11.24 The terms of reference of such Sections and special interest
groups shall be determined by the Division or Divisions subject to
the approval of the Professional Committee.
11.25 A representative of each special interest group within a
Division shall be invited to attend in an advisory capacity any
meeting of the Coordinating Board of the Division. If such a group
relates to more than one Division, representatives shall invited to
attend all the relevant Coordinating Boards.
11.26 Each Division may establish ad hoc working groups, subject to
the approval of the Professional Committee. This may be done in
combination with other Divisions. The Division or Divisions shall
give at least three (3) months' notice to the Professional Committee
of the intention to set up such a group and shall inform the
Committee of the proposed terms of reference.
Annual Reports and Accounts
11.27 Each Division shall submit annually to the Professional
Committee, by a date set by the Committee, a written report on the
activities within the Division in the previous year.
11.28 Each Division shall submit annually to the Professional
Committee, by a date set by the Committee, detailed recommendations
on the allocation of funds to support its own activities and those of
its Sections and special interest groups in the following financial
year.
11.29 Each Division shall submit annually to the Professional
Committee, by a date set by the Committee, the annual accounts of the
Division.
11.30 Failure to comply with the provisions in rules 11.21, 11.27,
11.28 and 11.29 may result in forfeiture of funds, denial of future
funds and/or re-affiliation or termination of the Division.
Functions
12.1 The Sections are the primary focus of professional activity
within the Federation, specialising in a particular type of library
and information service, an aspect of library and information
science, or in a geographical region.
Establishment
12.2 Sections may be established in accordance with the Statutes,
Article 23 and Rules 11.24 and 11.25.
Membership
12.3 Each Section consists of those Members, Affiliates and Bodies
with Consultative Status, which are registered for that Section.
Standing Committees
12.4 Each Section shall have a Standing Committee of no fewer than
five (5) and no more than twenty (20) persons.
12.5 No person shall be a member of more than one Standing
Committee, except that a person may be a member of the Standing
Committee of a Regional Section in addition to one other Standing
Committee.
12.6 The initial number of Standing Committee members shall be
determined, when the Section is established, by the Coordinating
Board of the Division to which the Section belongs. The Section shall
subsequently have the right to reduce or enlarge the size of its
Standing Committee within the limits set out in Rule 12.4. This
right may be exercised once every two years by a date set in
consultation with the Secretariat.
12.7 Members of the Standing Committee shall serve for an initial
term of four (4) years. Members may be re-elected for one further
consecutive term of four (4) years.
Nominations and elections
12.8 The Standing Committee members shall be nominated and elected
by qualified Members of the Section. Qualified Members are those
Members registered for the Section who have paid the membership and
registration fees in full for the fiscal year before the election
takes place.
12.8.1 No more than two members of a Regional standing Committee
may be resident outside the region concerned.
12.9 Each qualified member of a section shall be invited by the
Secretariat to nominate not more than one candidate for election to
fill the vacancies on the Standing Committee.
12.10 Each candidate for election shall be nominated by at least one
qualified member.
12.11 Nominations in writing and signed by a competent authority of
the nominating Member must reach the Secretariat by the deadline
indicated in the invitation. Such deadline shall be no earlier than
three (3) months after the despatch of the invitation.
12.12 Nominations shall confirm that the nominee:
(i) has a working knowledge of at least one working language of the
Federation, and
(ii) has reasonable expectation of attending meetings of the
Standing Committee without cost to the Federation.
12.13 Nominations should be accompanied by:
(i) confirmation that the nominee accepts the nomination, and
(ii) a brief summary of the nominee's qualifications and present position.
12.14 Staff of the Federation [see definition] are not eligible for
nomination for Standing Committees.
Postal Ballot
12.15 If the number of nominees exceeds the number of vacancies, a
postal ballot will be held at such a time to enable successful
candidates to attend the next normal meeting of the Standing
Committee.
12.16 The maximum number of Standing Committee members may be
increased, notwithstanding Rule 12.4, during any given two-year
interval by no more than 10%, at the discretion of the Chair of the
Professional Committee, providing that the number of such additional
members shall not exceed two.
12.17 A list of candidates will appear on the ballot paper in
alphabetical order of family name or preferred name.
12.18 Qualified members of the Section or Sections concerned may
vote for as many candidates as there are vacancies.
12.19 The ballot papers must be returned to the Secretariat by the
announced return date, which shall be not less than eight (8) weeks
after their despatch.
12.20 The chief executive officer shall be responsible for the count
of the ballot papers.
12.21 The completed ballot papers shall be kept at IFLA headquarters
for at least six (6) months after the completed election and made
available for inspection on request.
12.22 The number of candidates with highest number of votes shall
be declared elected equal to the number of vacancies, except that no
more than two members of a Regional Section may be resident outside
the Region concerned.
12.23 If two or more candidates obtain an equal number of votes for
the last remaining vacancy, a new election will take place between
these candidates at the next meeting of the Section Standing
Committee.
12.24 The results of the elections shall be published in the
Federation's official publications [see definition].
Casual Vacancies
12.25 In the event of the death or resignation of an elected member
of the Standing Committee, the unsuccessful candidate who received
the highest number of votes in the most recent election for places on
the Standing Committee shall fill the vacancy for the remaining term.
On completion of that term, the person concerned may be nominated for
election to the Standing Committee in the normal way. That person
shall be eligible to serve for one term only.
12.26 If no such candidate is available, the Standing Committee
Chair may co-opt a person to fill the vacancy for the remaining
term. On completion of that term, the person may be nominated for
election to the Standing Committee in the normal way. That person
shall be able to serve for one term only.
12.27 Any member of a Standing Committee who fails to attend two
consecutive meetings of the committee without reasonable explanation
shall be deemed to have resigned. The place thus vacated shall be
filled according to the provisions in Rules 12.25 and 12.26.
Representation
12.28 Successful candidates take office at the close of the
conference which immediately follows the elections. However, only
those members who will be serving on the Standing Committee for the
two-year term commencing at the end of the conference are eligible to
nominate, be nominated for, and vote for, the Executive Committee
members to be elected at that conference in accordance with Rule
12.33.
12.29 They are elected in a personal capacity. They do not
represent any Member which nominated them, nor their employer, or
other affiliation.
Ex-officio Members
12.30 Each of the Regional Managers appointed by the Governing Board
shall serve as ex-officio members of the appropriate regional Section
Standing Committee. They will not be eligible to serve as Chair or
Secretary of the Committee.
Corresponding Members
12.31 Standing Committees may appoint up to five (5) Corresponding
Members to provide for experts from countries or geographical areas,
which would not otherwise be represented, or to provide expertise in
a specific subject field. Such Members shall be appointed for an
initial two-year term, renewable for one further term of two (2)
years on the decision of the chair.
12.32 Corresponding Members shall be entitled to participate and
speak in Standing Committee meetings, but have no voting rights. They
do not contribute to a quorum.
Executive Committees
12.33 Each Standing Committee shall elect during the annual
conference, from amongst its members, a Chair and a Secretary.
Members resident outside a regional Section are not eligible for
election as an officer of that Section. Together the Chair and
Secretary shall form the Executive Committee. They shall represent
the Section Standing Committee on the Coordinating Board to which the
Section belongs. The role of financial officer shall normally be
carried out by the Chair or the Secretary. If a separate Financial
Officer is appointed that person shall not be regarded as an 'IFLA
Officer' for any other purpose.
12.34 The term of office for the Chair and Secretary is two (2)
years. Office holders may be re-elected to the same office for one
further consecutive term of two (2) years, provided they will still
be members of the Standing Committee for that period.
12.35 Only members of the Standing Committee may nominate candidates
for these posts. Each member of the Standing Committee is entitled to
nominate a candidate for each office.
12.36 If there is only one nominee for an office, that person will
be declared elected. If there is more than one nominee a secret
ballot will be held. The candidate with the highest number of votes
shall be elected. If two or more candidates receive an equal highest
number of votes, re-election between these members shall take place
until a decision is reached.
Handing over responsibilities
12.37 When the post of Chair, Secretary or Financial Officer is
being assumed by a newly-elected person, the outgoing officer shall
make every possible effort to ensure the smooth continuity of the
work of the Division. In particular, all financial transfers must be
accomplished within two (2) months of the day on which the new
officer was elected.
Finances
12.37.1 The accounts of the Section Standing Committee shall
be kept in accordance with the standards required by the Federation's
auditors. They shall show the total funds received and spent by the
committee, including funds received from external sources. In the
event of the dissolution of the Section, all unspent funds shall be
returned to IFLA HQ, except any unspent funds received from an
external agency, which must be returned to that agency unless
otherwise authorised.
Removal from office
12.38 The Governing Board may, on the recommendation of the
Professional Committee, remove an officer from office if, in the
opinion of a majority of the Professional Committee, the duties are
not being fulfilled. Failure to submit the required returns to the
chief executive officer, or otherwise neglecting the business of the
Section would be regarded as such. Before taking such action, the
Governing Board shall consult the Standing Committee concerned and
the relevant Coordinating Board, and give the officer an opportunity
to explain the situation in writing to the Governing Board.
12.39 If an officer is removed from office, the Standing Committee,
will be asked to elect a replacement officer for the remainder of the
term of office. Appointment under these circumstances shall not
prevent the replacement officer from eligibility for election for
normal terms of office.
Standing Committee Meetings
12.40 Each Standing Committee shall meet at least annually during
the course of the annual general conference of the Federation.
12.41 The Chair may convene further meetings, or if no fewer than
five (5) members of the Standing Committee make a request to the
Chair in writing to hold a meeting.
12.42 If the quorum is not reached, the Chair shall make
arrangements to consult the members of the Board by post or by
electronic means.
12.43 Observers may attend meetings of Standing Committees, with the
permission of the Chair.
Powers and responsibilities
12.44 The terms of reference of each Section shall be promoted and
coordinated by its Standing Committee, and executed within the limits
of the approved budget.
12.45 Each Section shall develop a programme, carry out projects and
organize meetings in order to fulfil its terms of reference.
12.46 Each Section shall keep those Members and Affiliates
registered for the Section informed about the planning and progress
of its activities.
Special Interest Groups
12.47 Each Section may establish special interest groups in
accordance with these Rules, either independently or in combination
with other Sections, after consultation with the Division to which it
belongs and subject to the approval of the Professional Committee.
12.48 Each special interest group established within a Section or a
combination of Sections shall be invited to be represented by its
Chair or its Secretary in an advisory capacity at any meeting of the
Standing Committee(s) of the relevant Section(s).
12.49 Each Section may establish ad hoc Working Groups either
independently or in combination with other Sections. At least 3
months before the establishment of any such Working Group the
Section(s) shall inform the Professional Board of the proposed
establishment and of the proposed terms of reference.
12.50 Each Section shall ensure that all information which the
Division to which it belongs needs for the performance of its tasks
reaches the Division promptly, including the submission of an annual
report and annual accounts.
13. REGISTRATION FOR SECTIONS
13.1 Membership of the Federation includes the right of registration
for Sections.
The Governing Board shall determine how many Sections Members and
Affiliates may register for without charge, subject to the following
minimum numbers:
- All Association Members shall be entitled register for at least two (2) Sections without additional charge.
- Other Association Members shall be entitled to register for at least two (2) Sections without additional charge.
- Institutional Members shall be entitled to register for at least two (2) Sections without additional charge.
- Personal Affiliates shall be entitled to register for one (1) Section without additional charge.
- Personal Affiliates shall be entitled to register for one (1) Section without additional charge.
13.2 An additional fee, determined by the Governing Board, shall be
levied for registration for each Section additional to the number
fixed in Rule 13.1.
13.3 Members and Affiliates located in regions for which a specific
regional Section is established shall be registered automatically free
of charge for that particular Section over and above the number set
out in Rule 13.1.
13.4 All Association Members shall be registered automatically free of charge for the Management of Library Associations Section, over and above the number set out in Rule 13.1.
13.5 Registration for a Section carries the following rights and benefits:
- for Members: the right to nominate for, and elect to,
the Standing Committee of the Section, and the right to vote in
meetings of the Section;
- for Members and other registrants: the right to take part in and
benefit from the professional activities of the Section and of the
Division to which the Section belongs, including the receipt of any
free publications, and inclusion in the mailing list of the Section.
13.6 The registration for each Section shall be automatically
extended for one year at the end of each year, providing the
appropriate payment is made, unless the registrant informs the
Secretariat in writing that a change is requested.
13.7 New registrations and changes in registration shall be accepted
by the Secretariat throughout the year, subject to the payment of any
additional fees involved.
14. DISCUSSION GROUPS
14.1 Discussion Groups may be set up on a short-term basis to allow
groups of IFLA Members, or representatives of IFLA Members, to meet
to discuss specific professional issues that are outside the scope of
existing sections or core activities.
14.2 A representative of an IFLA Member or a Personal Affiliate who
wishes to propose a starter meeting to be held at an annual World
Congress to gauge potential interest in a new Discussion Group must
submit a proposal to the appropriate Section or Division. If the
Division approves the request, the Division must then submit a
request for a starter meeting to the Professional Committee for
approval at its meeting in December before the World Congress at
which it is proposed to hold the meeting.
14.3 A proposal to establish a Discussion Group must be signed by at
least 10 representatives of IFLA Members or Personal Affiliates, all
of whom must be in good standing. The proposal must include the name
of the proposed Discussion Group, the convenor (who must be a
representative of an IFLA member or a Personal Affiliate), an outline
of the issues the Group wishes to discuss, and the name of the
Division or Section that will serve as the Discussion Group's primary
sponsor.
14.4 The convenor must submit the proposal to the Division or
Section that would serve as primary sponsor. If the sponsor agrees,
the chair of the sponsoring Section or Division will then forward the
proposal for approval through the appropriate Division to the
Professional Committee.
14.5 Before giving its approval, the Professional Committee must be
reasonable satisfied that the issues to be discussed will:
- promote IFLA's values, professional priorities and
strategic plans;
- not conflict with the terms of reference of an existing
IFLA professional unit; and
- are appropriate to the terms of reference of the
sponsoring unit.
14.6 Discussion Groups are created for an initial two-year term.
They may be renewed by the Professional Committee for one further
two-year term upon request from the convenor via the sponsoring
Section and Division. Renewal requests should include a statement
outlining the Groups' activities during its initial two-year term.
14.7 If the Convenor is not an elected member of the sponsoring
unit, he/she becomes an ex-officio member during his/her term as
convenor. This rule does not invalidate Rule 12.5 ("no person shall be a member of more than one Standing Committee, except that a person may be a member of the Standing Committee of a Regional Section in addition to one other Standing Committee").
14.8 Convenors shall be expected to attend all meetings of the
sponsoring unit at each World Congress during his/her term of office
and report on the activities of the Discussion Group. Activities of
any Discussion Group shall be included in the annual reports ofthe
sponsoring unit.
14.9 Discussion Groups shall receive no direct financial support
from IFLA.
14.10 Discussion Groups may be assigned one two-hour meeting slot at
the annual World Congress on a "first-come, first-served" basis,
after all formal meetings have been scheduled.
14.11 Discussion Group meetings must be open to all World Congress
registrants.
14.12 Convenors are responsible for announcing a topic, requesting
meeting space from IFLA HQ in the same time schedule and manner as
other program slots are requested, and convening the Discussion Group
during the allocated slot.
14.13 Discussion Groups may not plan formal programmes or present
papers. However, they may generate programme ideas for possible
adoption by their sponsoring unit.
14.14 Topics of approved Discussion Group meetings will be listed in
the World Congress progamme. Brief announcements of meetings may be
posted on IFLANET and published in newsletters of the sponsoring
unit.
14.15 Discussion Groups may publish, at their own expense, leaflet,
flyers, etc. to publicise their meetings. But they may not publish
other documents, except under the sponsorship of the appropriate
unit.
14.16 Views expressed at Discussion Group meetings cannot be
considered as the views or policies of IFLA.
14.17 Discussion Groups may not set up formal links with bodies
outside IFLA.
15. CORE ACTIVITIES
15.1 The Governing Board may from time to time identify certain areas of activity as Core Activities and enter into agreements with appropriate institutions and bodies for their support.
15.2 Each of the Core Activities has an Advisory Board. The Governing Board elects one of its number to serve as a member of the Advisory Board.
15.3 Existing Advisory Boards will be recognised as long as a Governing Board member serves on them.
15.4 Newly established Advisory Boards, and existing Advisory Boards that have not yet done so, should draw up their own terms of reference, for approval by the Governing Board.
15.5 The Governing Board may, after consultation with the relevant Advisory Board, discontinue a Core Activity.
16. HEARING OF APPEALS
The Secretary General shall refer all disputes concerning
interpretation of these Rules to the Executive Committee for a
decision. The Executive Committee shall also decide on all matters of
procedure for which there is no provision in these Rules. In the
event of any inconsistency between the provision of the Statutes of
the Federation and these Rules of Procedure, the provisions of the
Statutes will prevail.
DEFINITIONS
- "Affiliates" are defined in the statutes, Article 7.3.
- "Casting vote" means tie-breaking vote.
- "Casual Vacancy" means a vacancy on a elected body caused by the
death or resignation of an elected member during a period of
office.
- "chief executive officer" means the chief executive officer as
defined in the Statutes of the Federation, Article 27 and currently
(2001) designated Secretary General.
- "Consultative Status" is defined in the statutes, Article 8.
- "The Federation" means the International Federation of Library
Associations and Institutions (IFLA).
- "Member" means a Member of the Federation as defined in the
Statutes, Article 7.
- "National Association Member" is defined in the statutes,
Article 7.2.1.
- "Official publications" means IFLA Journal, IFLANET and, where
appropriate the IFLA Directory.
- "Personal Affiliate" is defined in the Statutes, Article 7.3.2.
- "Qualified Member" means a Member whose membership fees have
been paid in accordance with the Statutes.
- "Secretariat" means the staff of the headquarters of the
Federation as referred to in the Statutes, Article 27.
- "Staff" means persons employed at IFLA headquarters, in any of
the Core Activities and in the Regional Offices
- "The Statutes" means the Statutes of the Federation as adopted
by the Council of the Federation on 13th August 2000 and registered
with the Chamber of Commerce, The Hague, Netherlands on 18th July
2001.
