NSW Public Libraries Country
NAME
1. The name of the organisation shall be Public Libraries NSW - Country , hereafter called the Association. (Any words implying male gender shall be construed as referring to either female or male persons).
ROLE STATEMENT
2. The purpose of the Association shall be to enable those councils and public library services which are members to meet on a regular basis for common purposes and to undertake united action.
3. These purposes and actions may include but are not limited to:
- 3.1. Unified and strong representation to all levels of government, members of Parliament and other bodies on matters of common interest and concern for public libraries in country New South Wales.
- 3.2. Specifically to represent the public library interests of members to relevant Ministers, the Local Government and Shires Associations, The Australian Library and Information Association, Public Libraries Australia and other professional and administrative bodies.
- 3.3. To support the particular community roles played by country libraries, to promote understanding of the value of public libraries and to promote their use in country districts.
- 3.4. To encourage mutual assistance in the development of library services, to share experience of service provision and co-operatively to undertake suitable review of services and standards.
- 3.5. To demonstrate solidarity and self-help amongst country councils and libraries, thereby fostering confidence and mutual support amongst country libraries, both large and small.
- 3.6. To undertake and encourage research and development on matters of interest to public libraries in New South Wales.
- 3.7. Public Libraries NSW - Country has the ability to apply for grants and raise finance for specific purposes.
Public Libraries NSW - Country will operate as a partnership between Councillors, Council staff and public libraries staff.
Public Libraries NSW - Country will recognise the outstanding contributions of individuals to the Association through the presentation at the AGM of appropriate awards for service
4.1. Membership shall be open to each country Council directly providing or contributing funds towards a public library service; membership shall also be open to each country public library service that is jointly provided by several councils. That is, all those bodies providing public libraries outside the Sydney metropolitan area may be members.
4.2. Public Libraries NSW – Country will accept associate members subject to payment of $100. Associate members will not have voting rights but may attend and participate in conferences, seminars and activities of the Public Libraries NSW - Country.
5. Observer status is extended to other elected or professional officers of a member Council or Library Service and, at the discretion of the Chairman, to other persons.
6. Each current financial member shall be entitled to three (3) representatives from the following categories:
- One being an elected officer (Councillor)
- One being an administrative officer (the Executive Officer, Executive Member, Secretary, or General Manager of the Administering Council, or his alternate.)
- One being the Library Director/Manager or Library Officer-in-Charge
7. Each current financial member shall be entitled to one vote on any motion, with the Chairman having a casting vote in the event of a tied vote.
8. An annual subscription for current membership of the Association shall be fixed each year at the Annual General Meeting and shall be payable in advance for the year beginning 1 January.
8.1. The annual subscription shall be proportional to the population of the member Council or Library Service: that is, it shall be calculated per thousand or part thousand head of population.
9.1 Members at the annual general meeting shall elect an executive of Chairman, Vice Chairman and secretary/treasurer from among the member representatives.The office of the secretary/treasurer will be filled by one person The secretary/treasurer of Public Libraries NSW - Country shall also assume the position of public officer of the association.
9.2. The Chairman and Vice Chairman shall be councillors. The Chairman shall act as convener for the next annual general meeting. The Secretary shall be a Library Manager.
9.3. Holders of the office
of Chairman and
Vice Chairman and Secretary shall retire after a term of two (2) years but may
offer themselves for one further term (a maximum term of four (4) years).
10. If an office bearer
becomes ineligible, as defined in the Local
Government Act 1993, the office shall be filled as followed:
Position of Chairman
filled by the Vice-Chairman
and other positions filled by a representative elected by a formal postal
ballot of current financial members.
11. The Public Libraries NSW - Country Executive shall have custody of all Association documents. These documents can be inspected by members upon request to the Executive.
12 The Annual General Meeting of the Association shall be held, within 6 months of the 31 March with 30 days clear written notice of date, venue and agenda.
13. Meetings of the Executive shall be held at the discretion of the Chairman, giving 14 days clear written notice, stating the purpose of such meeting. Such meetings may be held by the medium of tele-conferencing.
13.1. An Executive Subcommittee comprising of one Councillor and one Librarian from each Zone will act as a representative forum for the discussion of major issues and matters and for consultation with the broader Public Libraries NSW - Country membership.
13.2. The Public Libraries NSW - Country will support the professional development of public library staff through the annual award of the Colin Mills Scholarship. A maximum of $8,000 will be made available for the Scholarship Program every two year, consisting of a contribution of $2,000 each from the State Library of NSW and the MPLA, and $4,000 from the Public Libraries NSW - Country. The Program will be administered by the Colin Mills Scholarship Committee which will operate within the Regulations adopted by the AGM. The Regulations are attached as Appendix B of the Constitution.
14. The Association shall operate in five (5) geographical zones, namely Central West, South East, North East, South West, Central East. The Councils in each zone are listed in Appendix A of the Constitution. These zones shall divide the State into areas for fostering voluntary library co-operation and exchange. Zones may arrange meetings as considered appropriate with a minimum of two meetings per year.
15. The Annual General Meeting of
the Country Public Libraries Association shall rotate through the five zones in
the following order:
Central West,
South East,
North East,
South West,
Central East.
15.1. The venue for the Annual General Meeting shall be determined by the host zone membership with the results of these deliberations being conveyed to the preceding Annual General Meeting
15.2. Other extra-ordinary plenary meetings of the Association may called by the Chairman giving 30 days clear written notice of date, venue and agenda. Special meetings may be called at the discretion of the Executive or on requisition signed by not less than eight (8) members15.3. A quorum for the Annual General Meeting or extra-ordinary meeting shall be half plus one of the current financial members present. (A current financial member being one representative for each financial membership)
15.3. A delegate may not appoint a proxy to vote at the Annual General Meeting or any other meeting of the Association.
16. Guests, visitors, observers and media reporters may only be excluded at the will of the meeting. Guests, visitors and observers cannot vote but may be permitted to contribute to discussion.
17. Rules of debate and conduct of meetings, and other matters not covered by this constitution, shall be those followed by NSW Local Government Councils in open council, subject to any specific provision made elsewhere in this constitution.
17.1 Notices of motion shall be given to the Secretary at least 45 days clear before he announced meeting day so that it may be circulated to all members at least 30 clear days prior to that meeting.
17.2. Motions in writing may be submitted by members from the floor of the meeting at the discretion of the Chairman or the will of the meeting.
18. This Constitution or any working rules adopted by an Annual General Meeting may only be amended by another Annual General Meeting or an Extra-ordinary Plenary meeting of the Association. Notice of motion to amend the constitution shall be given to the Secretary at least 45 clear days prior to that meeting day so that it may be circulated to all members at least 30 clear days prior to that meeting. Such amendments require a two-thirds majority vote of current financial members represented at the meeting.
19. The funds of the Country Public Libraries Association will be lodged in a bank or credit union at a branch convenient for the Executive.
19.1. An audited statement of income and expenditure will be presented at the Annual General Meeting.
19.2. The Executive has the power to act on the day-to-day management of the Country Public Libraries Association, and may deal with urgent business arising which the Executive considers of such importance as to require immediate action before the next meeting of the Association.
19.3. The Association at each Annual General Meeting will determine an annual amount to be allocated for expenses incurred by the Executive on official business during the year.
19.4. Two signatures, being those of the Chairman, or someone delegated by him in writing, and the Secretary/Treasurer, shall be required on all cheques written.
DISSOLUTION OF THE ASSOCIATION
19[sic] The Public Libraries NSW - Country shall be dissolved if a resolution to this effect is carried by a two thirds majority at an Annual General Meeting. In the event of dissolution, all assets (after satisfying all debts and liabilities), and all records of the Association shall be dealt with in such manner as the Annual General Meeting resolving on the dissolution shall determine. In the event of the dissolution of the Association, the liability of individual members shall be limited to $50.00 per member.
Endorsed by resolution at the Public Libraries NSW - Country AGM 21st July 2006