Constitution

1. NAME


The Association shall be known as the Caribbean Association of Law Libraries.


2. AIMS AND OBJECTIVES:

The purposes of the Association are:

 

  1. to promote the better administration of Law Libraries;
  2. to foster a spirit of co-operation among members of the profession through, inter alia, the holding of conferences and discussions;
  3. to promote improvement of the status and qualifications of Law Librarians;
  4. to encourage bibliographical study and research, and the creation and organization of legal information through appropriate technology;
  5. o publish information of service or interest to members of the Association;
  6. to support and co-operate with, or to become affiliated to, any other organizations or activities which tend to enhance the control and dissemination of legal information generally;
  7. to do all such lawful things as are incidental or conducive to the attainment of the above objectives.

 


3.    MEMBERSHIP:

(i)      PERSONAL MEMBERSHIP

Personal membership shall be open to any person who is engaged in the practice of Law Librarianship. A personal member, upon the payment of membership dues, shall be entitled to vote, to hold office and to receive the Association’s bulletin.


(ii)     INSTITUTIONAL MEMBERSHIP

Institutional membership shall be open to any organization having a legal collection, or a collection of government documents, and upon the payment of membership dues it shall be entitled to receive the bulletin and to nominate a maximum of two persons as its representatives.  Such representatives shall be entitled to vote and hold office provided that they are entitled to personal membership.                   


(iii)   ASSOCIATE MEMBERSHIP

Associate membership shall be open to any person or organization not eligible for personal or institutional membership, and shall entitle the recipient to receive the Association’s Bulletin and to attend meetings, but not to vote or hold any office in the Association, other than as a co-opted member of the Executive or any other committee.


(iv)     RETIRED MEMBERSHIP

Retired membership shall be open to Personal and Associate (Individual) members who have permanently retired from employment.  Retired membership shall be free and such members shall be entitled to receive the Association’s Bulletin, and to attend meetings.  They shall be entitled to vote but not to hold office, except as a co-opted member of the Executive or any other Committee.


(v)      HONORARY MEMBERSHIP

The Executive Committee may confer honorary membership on any person who has made a substantial contribution to Law Librarianship, the Legal Profession or the Association.  An honorary member shall be entitled to attend meetings and to receive the Association’s bulletin. 


(vi)     STUDENT MEMBERSHIP

A student member shall be any individual registered as a student in librarianship or law.  Such a member is entitled to the Association’s Bulletin and to vote but not hold office, except as a co-opted member of the Executive or any other committee.


4. ADMISSION TO MEMBERSHIP:

  1. The Executive Committee shall determine membership dues;
  2. Membership shall be effected upon the payment of membership dues;

 

5. OFFICERS:

  1. There shall be the following officers of the Association: President, Vice President, Secretary, Treasurer and Editor.
  2. All officers, except the Editor shall be elected in the manner provided by this Constitution, to hold office for a period of two (2) years or until his successor is elected.  No person may hold the same office for more than  two (2) successive terms.
  3. The President shall preside at meetings of the Executive Committee, Annual General Meeting and other meetings.  In the absence of the President the meeting shall appoint the Vice-President. In the absence of the Vice-President one of the other members of the Executive shall be appointed to preside.  The President shall also prepare an Annual Report on the activities of the Association for submission to the Annual General Meeting.
  4. The Secretary shall conduct, on behalf of the President, the official correspondence of the Association, draft reports as required, be responsible for the publications of all Committees, Sub-Committees and Standing-Committees Reports, and shall issue all notices. The Secretary shall have charge of all files, papers and other property belonging to the Association. The Secretary shall maintain the membership records of the Association, and shall prepare an annual membership list for submission to the Annual General Meeting. The Secretary shall also maintain a Minute Book, in which shall be recorded the transactions of meetings of the Executive Committee, and of General Meetings of the Association. The Minute Book shall be made available for inspection by any member upon the giving of reasonable notice.
  5. The Treasurer shall be responsible for the financial affairs of the Association. The Treasurer shall be responsible for maintaining the accounts and reporting on the financial transactions of the Association. The Treasurer shall have custody of all bank statements and be responsible for the collection of membership dues.
  6. The Vice President shall be responsible for carrying out the public relations functions of the Association.
  7. The Editor shall be appointed or removed by a majority vote of the Executive Committee. When the votes in favour of, or against, are equal in number the President shall have a casting vote. An incumbent Editor shall not vote on the appointment, re-appointment or removal of the Editor. The Editor shall be responsible for the selection, compilation and publication of the Association’s Bulletin.

 

6.  EXECUTIVE COMMITTEE:

  1. There shall be an Executive Committee consisting of the officers of the Association.
  2. The Executive Committee shall have power to appoint committees to achieve the aims and objectives of the Association. The Executive Committee may make appointments to fill offices of the Association that fall vacant between Annual General Meetings and such appointments shall expire on the date of the next Annual General Meeting.  The Executive Committee shall also have power to co-opt such additional members as may be deemed necessary, and in special circumstances such co-opted members need not be members of the Association.
  3. Three (3) persons, each of whom must be an officer of the Association, shall constitute a quorum.
  4. The Executive Committee shall meet at least once within each period of twelve (12) months.  It shall have the power to make Standing Orders from time to time as may be necessary for the performance of the duties assigned to it.
  5. Where the need to appoint any members of committees arises at any other time, the appointments may be made by the President.
  6. The Executive Committee shall be responsible for carrying out the work of the Association. All reports of sub-committees appointed under its authority that are to be submitted to an Annual General Meeting shall be submitted to the Secretary at least one week before the date of the Annual General Meeting.

 

7.  COMMITTEES:

  1. The Executive Committee shall have power to appoint and terminate Committees whenever the need arises.  Such committees shall have power, to co-opt such members as may be deemed necessary.
  2. The Chairpersons of Standing Committees shall report to the Annual General Meeting each year.  Such reports shall be submitted to the Secretary at least one week before the date of the Annual General Meeting.

 

8.  MEETINGS:

  1. The Annual General Meeting of the Association shall be held at a time and place to be determined by the Executive Committee.  Each member shall receive notice of the meeting not later than six (6) weeks prior to the date appointed for same. Notice of business to be raised at the meeting must be delivered to the Secretary not less than two (2) weeks prior to the date announced for the Annual General Meeting.
  2. The Annual General Meeting shall receive and consider the general report of the Executive Committee as well as reports of the Secretary, the Treasurer and the Auditor. The Annual General Meeting shall also consider any other matters upon the Agenda of the meeting, including the result of any postal/ electronic ballot previously held for the election of the officers and members of the Executive Committee for the following year.
  3. Resolutions must be moved and seconded before a vote is taken at any meeting.  The manner of voting shall be determined by the Executive Committee at the meeting and a single majority shall determine any resolution.
  4. Six (6) members with voting rights, in addition to officers of the Executive Committee shall constitute a quorum for Annual General Meetings.  Ordinary meetings do not require a quorum.

 

9.  ELECTION OF OFFICERS:

  1. The name of each member of the Association proposed for any elected office shall be forwarded, together with the name of a proposer and seconder (both of whom shall be members of the Association) to the Secretary, in writing, at least one week before the date fixed for the Annual General Meeting. The consent of a candidate to serve if elected must also be obtained in writing by the proposer and forwarded to the Secretary before nomination is accepted.
  2. Notwithstanding the provisions of Section 9(1), members of the Association may be proposed for any elected office at the Annual General Meeting. The consent of the candidate to serve if elected must be obtained. The verbal consent of the candidate to serve is sufficient when such member is present at the Annual General Meeting.
  3. Elections shall be held by secret ballot at the Annual General Meeting. Members not attending the Annual General Meeting may submit their vote in a sealed envelope to the Secretary to be received prior to the time set for elections. The newly elected officers shall take office immediately after the Annual General Meeting. 

 

10.  FINANCE:

  1. The financial year shall begin on May 1st and end on April 30th.
  2. Subscriptions shall be payable annually and the amount shall be determined from time to time by the Executive Committee.
  3. An auditor shall be appointed at each Annual General Meeting to audit the accounts of the Association.
  4. The funds of the Association, including the vouchers or securities for any investments shall be kept at a bank, to be selected by the Executive Committee, in the name of the Association.
  5. Cheques drawn on behalf of the Association, and not exceeding US$250.00 shall be signed by the President or the Treasurer, or, to the extent that the President or Treasurer gives an authority in writing, by any member of the Executive Committee.
  6. Payments or transfer of funds in excess of US$250.00 shall be made by cheque or other authority signed by the President or Treasurer, and, in addition, another member of the Executive Committee.
  7. The Treasurer may enter into contracts on behalf of the Association for which the consideration does not exceed US$250.00. All other contracts (in excess of US$250.00) made on behalf of the Association shall be in the name of the President and the Treasurer, but the approval of the Executive Committee shall be required.
  8.  No officer or member of a Standing Committee or Sub-Committee of the Association shall incur financial liability on behalf of the Association in excess of US$250.00 without the prior approval of the Executive Committee.

 

11.  AMENDMENTS OF THE CONSTITUTION OF THE ASSOCIATION:

The Association shall have power to amend its Constitution in the following manner: Any amendment to the Constitution shall be moved and seconded at an Annual General Meeting of the Association. The Chairman of the meeting shall have the right of voting. If at least one-half of all the votes cast by voting members are in favour of an amendment, the Secretary of the Association shall, within ten (10) weeks of the date of the meeting, put such amendment to a postal/electronic vote of all voting members of the Association. Any such amendment shall be carried if two-thirds of all the votes cast in such ballot shall be in favour of it.



12.  DISSOLUTION:

A resolution to dissolve the Association may be made only at a General Meeting and shall be deemed to be made only if supported by three-quarters or more of the members there present. The Secretary of the Association shall, within ten (10) weeks of the date of the meeting, put such resolution to a postal/electronic vote of all voting members of the Association. Any such resolution shall be carried if three-quarters of all votes cast in such ballot shall be in favour of it. In the event of such a resolution being passed, the balance of the funds and of the proceeds of the property of the Association, after the settlement of all debts incurred by the Association, shall be dealt with in such manner as the General Meeting shall thereupon determine. It shall be the duty of the Executive Committee to take all such steps as may be required to implement the resolution to dissolve. When all such steps have been taken, and the funds and proceeds duly distributed or otherwise dealt with, the Association shall cease to exist.



13.   INTERPRETATION:

  1. All questions of doubt and dispute in the interpretation of this Constitution, except as otherwise provided herein, shall be decided by the President, whose decision shall be final and binding on the members.
  2. Where provisions are made in the Constitution for the doing of any act within or before a stipulated period of time the President may extend or shorten such time in either event and this discretion may be exercised either before or after the expiration of the time stipulated.


Amendments moved on July 9, 2008