Constitution & By Laws

Constitution

Article 1: Name

1. The name of the association shall be the Manitoba Association of Library Technicians, hereinafter referred to as MALT.

Article 2: Mission Statement

1. MALT is a voluntary organization of personal and institutional members, operating strictly as a non-profit organization. MALT reflects the concerns of its membership throughout Manitoba in the areas of library and information services.

Article 3: Goals and Objectives

1.  The goals and objectives of MALT shall be

  • to advance the status of Library Technicians and library support staff
  • to be proactive in the promotion of libraries as institutions of learning
  • to promote and foster ties among individuals, groups and institutions in the Manitoba library community
  • to act as a liaison between library educational programs and Library Technicians and library support staff
  • to provide professional development opportunities relevant to Library Technicians and library support staff

Article 4: Membership

1.  Any person interested in the goals and objectives of MALT may become a member upon payment of yearly dues as provided for in the By-laws.

Article 5: Executive Committee

1.  The business and affairs of MALT shall be managed by an Executive Committee elected by its members.

Article 6: Amendments

1.  In order for amendments to the Constitution and By-laws of MALT to pass, they must be approved by ten percent of the membership. Proxy voting forms shall be distributed to the membership.

2.  Any proposed amendments to the Constitution or By-laws must be given to the President 60 days before the vote to allow for distribution to the membership 30 days prior to the vote. Such proposals may be submitted by any member of MALT.

Article 7: Dissolution

1.  The business and affairs of MALT shall be operated without financial gain to its members. The members shall have no financial interest in either the property or assets of MALT. Upon a resolution of 75% of the membership, the organization may be dissolved. After the satisfaction of debts and liabilities, all funds and assets shall be distributed to other non-profit organizations whose objectives most closely agree with those of MALT.

By-Laws

Being the General By-laws of the Manitoba Association of Library Technicians, hereinafter referred to as MALT.

Amended by the membership at the Annual General Meeting, May 2011.

Article 1: Membership

1. There shall be three categories of membership

  • Personal membership shall be open to any person interested in the objectives of MALT.
  • Student membership shall be open to any student currently enrolled in an approved Library Technician program, as set out by the Canadian Library Association.
  • Institutional membership shall be open to any institution interested in the objectives of MALT.

The membership year shall be for a one year period starting from the date of membership.

2. Annual membership fees shall be set by the Executive. Any changes shall be voted on at the Annual General Meeting. Fees for unemployed Library Technicians and students shall be one half the amount paid by employed personal members.

Article 2: Executive Committee

1. The Executive Committee shall consist of a:

  • President
  • Vice-President / President Elect
  • Secretary / Archivist
  • Treasurer
  • Newsletter Editor
  • Membership Coordinator
  • Communications Coordinator
  • Past President (Ex-officio)
  • Student Representative(s) (Ex-officio)

2. Four of the Executive Committee positions must be filled by graduates of a Library Technician course. The President and Vice President positions must be held by a Library Technician.

3. The terms of office for the President and Vice-President shall be one year.  Each year a new Vice President is elected, the current Vice President assumes the office of President and the outgoing President assumes the role of Past President.

All other terms of of office on the Executive Committee shall be held for two years.  In order to provide continuity on the Executive, election years for positions will be staggered as follows:

Even years

  • Vice President/President Elect
  • Newsletter Editor
  • Communications Coordinator

Odd  years

  • Vice President/President Elect
  • Secretary/Archivist
  • Membership Coordinator
  • Treasurer

4. The same office shall not be held by the same person for more than two consecutive terms. If those persons wish to remain in their same positions, they must be re-elected.

5. In the event that the President is unable to serve his/her term, the Vice-President shall assume the duties of the President and continue through the elected term.

6. Five members of the Executive shall form a quorum for the transaction of business at an Executive meeting.

7. The Executive shall approach the current Red River College Library Technician class and request that they appoint two of their classmates to act as ex-officio representatives on the Executive.

8. The Executive Committee shall be empowered to incur expenses in the operation of MALT.

9. The signature of the Treasurer and one other Executive member shall be required on all cheques issued by MALT.

Article 3: Duties of Officers

1. The President shall preside at meetings of MALT and of the Executive. The President shall act as MALT’s representative on the Red River College Library Education Advisory Committee.

2. The Vice-President shall assume the duties of President in his/her absence or upon request. The Vice-President shall be responsible for chairing the planning committee for activities, workshops and meetings of MALT, shall act as one of MALT’s representatives on the joint library conference planning committee and be in charge of nominations for the Executive during the Annual General Meeting.

3. The Secretary / Archivist shall record minutes of all meetings of MALT and its Executive and shall maintain the official records of MALT. The Secretary will also maintain a current contact list for the purposes of correspondence.

4. The Treasurer shall collect dues, issue receipts and be responsible for all MALT funds; keep all monies on deposit in a financial institution designated by the Executive; present a financial report at each MALT meeting. The Treasurer shall maintain all proper books and accounts of MALT for an annual audit.

5. The Newsletter Editor shall be responsible for the co-ordination, publication, and distribution of the MALT newsletter.

6. The Membership Coordinator shall maintain a current membership list; issue membership reminders and renewals; and provide mailing labels as required for MALT business.

7.  The Communications Coordinator shall be responsible for maintaining MALT’s online presence, including the website and Job Bank, the Facebook page, and other tools that emerge.

Article 4: Meetings

1. The MALT Annual General Meeting shall be held each year at a time and place designated by the Executive. The meeting shall be held between May 1st and May 31st. During the meeting all the reports of the Executive shall be presented and the election of new officers shall take place.

2. Other MALT General Meetings may be held from time to time when called by the Executive giving fourteen days written notice.

3. Ten percent of the membership including the Executive shall constitute a quorum for transaction of business at any General Meeting and for the election of officers.

4. The Executive shall meet on a regular basis, having no less than eight meetings per year.

Article 5: Voting

1. One vote may be registered per membership.

2. All members shall be eligible to nominate, to stand for election and to vote in election of officers.

3. Voting at all meetings shall be made by a show of hands. Arrangements shall be made for members attending the meeting remotely.

4. Election of officers shall be done by ballot. In the case of only one nominee for a position, that person will be declared elected.

5.  In a case where there is no nominee for a position, nominations will be taken from the floor at the Annual General Meeting and election for that position will take place at the meeting. If no nominees come forward, the Executive has the responsibility to fill the position.

6.  Each eligible voting member shall have one vote for each vacant Executive position and the candidate for each office receiving the highest number of votes cast shall be declared elected.

7.  The Vice President and one Executive member shall serve as the Election Committee. Duties of the Election Committee are as follows:

  • Send out the call for nominations to the membership at least 60 days prior to the Annual General Meeting;
  • Receiving the nomination forms;
  • Creating and disseminating ballots;
  • Receiving and counting ballots;
  • Notifying the membership of the elections results.

8.  The Chair of the Election Committee shall be ineligible to vote in any election under his/her supervision, unless there is a tie vote, in which case the Chair shall cast the deciding vote.

Article 6: Guidelines for Professional Development Conferences

1.  When financially possible, the President or a designate of MALT shall attend the Canadian Library Association annual conference once in a two-year term. The President (or designate) shall participate in seminars concerning Library Technicians and represent the views of MALT in any CLA Council decisions that influence Library Technicians.

2.  As far in advance as possible, the MALT representative shall request maximum financial support from his/her employer to attend the conference. A copy of this request shall be kept on file by MALT.

3.  Expenses incurred by the MALT representative in attending the CLA conference in excess of employer’s funding will paid by MALT. A maximum amount will be set by the Executive Committee to cover conference registration fees, transportation and accommodations.

Constitution & By Laws updated May 2011.

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