By-law 1: Direct Membership

Amended and accepted: 07 May 2022

1.1. Application

The application fee is the first year’s annual subscription. Fees are published on the ASLA website and membership application form.

All existing members of ASLA Member Associations remain members of ASLA for that year of membership at the time the State/Territory association ceases to exist.

If the application meets the requirements of the Constitution and eligibility for membership, then the application will be accepted, and endorsed at the next Board meeting.

Unsuccessful applicants will be informed of the decision of the Board and be refunded the application fee.

Unsuccessful applicants may make an appeal in writing to the Board within 21 days of receiving a notice of the decision of the Board. The Board shall consider the appeal at the next Board meeting. The Executive Officer (or Secretary) will reply in writing within 28 days of the Board meeting at which the appeal was considered.

1.1.1 Membership classes

• Member associations (South Australia)
• Personal Members (all other states or territories):
• Schools K – 12

o Small School (1 – 3 Library Staff)

o Large School (4 – 6 Library Staff)

• Corporate Members
• Honorary Members
• Student Members
• Retiree Members

1.2. Voting

The Voting Members of Member Associations, Personal Members, and the individual nominated to represent Schools K-12 Members and Corporate Members, are entitled to vote in any ballot conducted by the Association.

1.3. Honorary members

Applications for Honorary membership must be submitted to the Board in writing for consideration. Applications will include, but not be limited to, length of membership of ASLA, positions and roles held in ASLA (State or National), projects involved in, publications for ASLA (ACCESS, other), other significant involvement in ASLA.

The Board shall announce Honorary Members at the last meeting of the Board of each year.

Honorary Membership will be reviewed every five (5) years.

There will only be ten (10) Honorary Members at any one time.

Honorary members of Member Associations that have ceased to exist will be considered for Honorary Member status of ASLA until the end of the transitional membership year.

1.4. Membership record

Information is kept about members to provide the benefits and services of the Association to them. NB: This information will not be used for any other purposes without the member’s prior consent. This information may include:

• Title and name;
• Position in school;
• School or organisation;
• Phone, and mobile numbers;
• Email address for communication;
• Date of admission to membership;
• Date when ceased to be a member;
• Last amount paid;
• In respect to Schools K-12 Member and Corporate Member, the name of its authorised representative.
• Select information only will be given to outside organisations solely for the provision of services and member benefits such as Access, nomination forms, voting forms, notice of meetings, professional learning opportunities.

By-law 2: Association Membership

Reviewed and accepted: 07 May 2022

The Board at the last meeting of each calendar year determines annual subscription fees. Members will be notified of any changes 12 months in advance of the renewal period.

Member Associations will provide their members’ email address details to facilitate communication.

By-law 3: Elections

Reviewed and accepted: 07 May 2022

3.1. Nominations and voting rights

Dates and timeline for nominations and voting will be determined as part of the annual calendar to be approved at the final Board meeting for each year.

Nominations and elections take place before the Annual General Meeting. Any nominator, nominee, or elected officer must be a financial member of the Association. No person can hold more than one position on the Board.

3.1.1. Member Association

• Voting Members of Member Associations will receive information regarding nomination for and voting for the positions of President, Vice-President, Secretary and Treasurer.

3.1.2. Personal Member

• Personal Members will receive information regarding nomination and voting for the positions of President, Vice-President, Secretary and Treasurer.
• Personal Members residing in a State/Territory will receive information regarding nomination for and voting for a Director on the Board.

3.1.3. Schools K-12 Member

• The nominated representative will receive information regarding nomination for and voting for the positions of President, Vice-President, Secretary and Treasurer. The nominated representative residing in a State/Territory will receive information regarding nomination for and voting for their State Director on the Board.
• The nominated representative is responsible for passing on relevant information.

3.1.4. Corporate Member

• The nominated representative will receive information regarding voting for the positions of President, Vice-President, Secretary and Treasurer.
• The nominated representative residing in a State/Territory will receive information regarding voting for their State Director on the Board.
• The nominated representative is responsible for passing on relevant information.

3.2. Administration of ballot

The Voting Members of Member Associations, Personal Members, and the individual nominated to represent Schools K-12 Members and Corporate Member, are entitled to vote in a ballot conducted by the Association.

The Secretary shall distribute the ballot or recommend, through the Board, the appointment of another individual or organisation to distribute the ballot. The Board shall make the relevant appointment of the other individual or organisation who shall not be a candidate in the election.

The ballot will contain the name of the office to be filled and the names of the candidates, listed in alphabetical order. The brief curriculum vitae and statement of professional concerns shall also be listed.

An independent scrutineer, appointed by the Board, will oversee the conduct of the ballot following the closure of the vote.

By-law 4: ASLA Board

Reviewed and accepted: 07 May 2022

4.1. Directors

Any changes to the Board are by special resolution passed by Voting Members as part of any Constitutional amendment through a General Meeting.

Board members represent the interests of all members of the Association nationally.

4.2. Casual vacancy – office-bearers

• The Board shall fill the vacancy as follows:

o The candidate with the next greatest number of votes in the last election for office-bearers shall be appointed.

o If there are no candidates from the last election then nominations for the vacancy will be called.

o The officer appointed will hold the position of office until the next Annual General Meeting and shall be eligible to be a candidate for election.

4.3. Declaring a Director’s position vacant

• If a Director becomes incapable of carrying out the duties of the position or leaves Australia, the position becomes a casual vacancy.
• If a Director ceases to be a financial member of ASLA during the term of office, the position becomes a casual vacancy.
• If a Director is absent from two consecutive meetings of the Board without reasonable consent of the Board, the position becomes a casual vacancy.
• If a Director is removed from office by special resolution in a General Meeting by Voting Members and is unsuccessful in appeal, the position becomes a casual vacancy.

4.4. Casual vacancy – Member Association Directors

The Board shall fill the vacancy as follows:

• For Member Association Director, the Member Association officially notifies the Secretary and the Board of Director appointment.

4.5. Casual vacancy – Directors

In a State or Territory without a Member Association, the candidate with the next greatest number of votes in the last election shall be appointed. If there are no candidates from the last election then nominations for the vacancy will be called.

4.6. Temporary leave of absence

A Director who, for personal reasons, will be unable to contribute to email discussions and transact Board business may absent themselves if:

• notice is given to the Secretary with expected length of absence provided;
• that notice is given on the Board members return.

The business of the Board can be transacted with the absent Director being noted as an apology as long as a quorum is present.

4.7 Length of service for Board members

4.7.1 Directors (including Honorary Office Bearers) may serve on the Board for no more than six (6) years.

4.7.2 Honorary Office Bearers may serve up to two (2) terms in the one position (i.e. they may be elected to two consecutive two-year terms i.e. four years). A third term cannot be served in the same position. If a third term is served in another Office Bearer position, then the Office Bearer’s term finishes at the end of six (6) consecutive years of service on the Board.

4.7.3 Directors may not renominate for any position on the Board for one year after the expiry of their six-year term. During this year they are ineligible to fill a casual vacancy for any position on the Board.

By-law 5: Project Teams

Amended and accepted: 07 May 2022

Project Teams may be formed for specific purposes that may be either short or long term. The Board determines the scope and terms of reference for each team. A proposal must be presented to the Board for consideration for any new project team.

The Board determines the finalisation of any team. All ongoing teams should be reviewed on an annual basis for:

• Success in team objectives
• Ongoing status

5.1. Specific purpose teams

Any member of ASLA may propose specific purpose teams. The purpose of the team must relate directly to ASLA’s objects.

A simple majority vote of the Board determines whether the team is formed or not. The proposal must include:

• Objective of team and relationship to ASLA’s objects
• Advocacy opportunities
• Duration of project or the projected date of finalisation.
• Indicators of success
• Team members
• Outline and timeline of project plan
• Reporting procedures to the Board
• Proposed budget

5.2. Ongoing project teams

The following teams established:

• Awards
• Professional learning
• ACCESS journal

The Board may determine to establish other ongoing teams as needed.

5.3. Project Team membership

The Board determines membership of each team either by appointment or a call for nominees. The Board may take advice from the team proposal in its determination, or in the case of ongoing project teams, from that project Team.

In general, membership of any team should be based on expertise and availability together with consideration of the timeframe.

The Board should also seek to involve Association members from a range of geographic areas.

It is recommended that each team consist of up to five (5)ASLA members,or more, if required, one of whom must be a Board member. The Chair of the Project Team need not be the Board Director.

The members of the project team are bound by the specific Project Team’s Terms of Reference.

5.4. Ongoing project team membership

5.4.1. ACCESS journal team

• Board Member
• ACCESS editor
• At least one other ASLA member.

5.4.2. Awards’ project team

• Board Member
• At least one ASLA member who has national recognition in the field of school libraries.
• Up to five (5) ASLA members
• Expert team members co-opted by the chair as needed for each award e.g. a representative from a sponsoring organisation, previous awardee.

5.4.3. Professional learning project team

• Board member
• Up to five (5) ASLA members

5.5. Operation of project teams

5.5.1 ACCESS journal project team

a) The purpose of the ACCESS Journal Project Team is to:

• Maintain communication links between project team and publisher.
• Make recommendations on format, layout and content of ACCESS.
• Collaborate with Editor to source content.
• Encourage writers to publish articles in ACCESS.
• Advise Executive Officer of copy for placement on website.
• Organise other publications and communications as needed.
• Meet as required.

b) The chair of the ACCESS journal project team provides a written report to the Board.

5.5.2. Awards’ project team

a) The Awards Project Team identifies and drafts all awards’ selection criteria and judging panels for ratification by the Board.

• The chair of the project team facilitates and coordinates the awards process.
• Judges for awards are drawn from different geographic regions.
• Calls for nominations for each award are advertised to close on a date determined by the Board.
• A nominee for an award must be a member of ASLA.
• The chair of the project team distributes nominations to the judging panel for deliberation.
• The Awards’ Project Team recommends a recipient to the Board, who will then ratify the decision.
• The Awards’ Project Team develops a media release for each award for distribution by the Executive Officer.
• The media release must be published on the ASLA website, in ACCESS, on social media.

b) The Chair of the Awards’ Project Team provides a written report to the Board.

5.5.6. Professional learning project team

a) The purpose of the Professional Learning Project Team is to:

• Identify possible professional learning events or relevant to staff working in school libraries
• Approve Professional Learning activities that either:

o provide an income stream for ASLA OR

o provide a direct benefit for members on a cost neutral basis

• Propose professional learning opportunities for funding to the Board for approval.
• Manage the Professional Learning calendar for members
• Meet at least once a quarter.

b) The Chair provides a written report to the Board.

By-law 6: Meetings

Reviewed and accepted: 07 May 2022

6.1. Notification

The date of the Annual General Meeting as approved by the Board, will be available to members via the website. Members will be notified of the meeting schedule via email.

The President and Office Bearers, in consultation with the Board, shall prepare the agenda for meetings. The Board or members, depending on the meeting, will be notified by email of the agenda at least 14 days prior to the meeting, unless special resolutions are to be considered, and then a 21 day notice will apply.

6.2. Format & business

6.2.1. Board Meetings

The Board:

• controls and manages the affairs of the Association; and
• may exercise all functions that may be approved by the Association; and
• has power to perform all acts and do all things that appear to the Board to be necessary or desirable for the proper management of the affairs of the Association; and
• has power to delegate functions to Project Teams according to established terms of reference; and
• has power to appoint and dismiss remunerated personnel of the Association; and
• shall, at all times, act in the interests of the Association.

The business of the Board is to:

• receive reports from Office Bearers, remunerated officers and Project Teams; and
• receive and consider the progressive financial statements of the Association; and
• receive proposals from Directors; and
• vote on matters relevant to the transaction of the business of the Association; and
• receive annual reports from Member Associations.

6.2.2. Annual General Meeting

The business of the Annual General Meeting will be to:

• confirm the minutes of the last Annual General Meeting and of any General Meeting held since that meeting; and
• to receive reports from the Board on the activities of the Association during the last financial year; and
• to elect and confirm the appointment of Directors, as required; and
• to receive and consider the audited statement of accounts, the auditor’s report and the net profit and loss of the Association in respect of the most recently ended financial year; and
• to appoint the Association’s auditor in accordance with the Act.

6.2.3. Voting

A majority of votes carries motions of all meetings, including Project Team meetings, and, in the event of a tied vote the chairperson shall have second or casting vote.

Special resolutions (or substantive motions) are processed at a General Meeting. A special resolution is passed if the majority of the Voting Members present vote in favour of the resolution (either in person or by proxy).

6.2.4. Minutes

The Secretary shall record the minutes of meetings. In the absence of the Secretary, the Executive Officer, or a nominated Director, shall record the minutes of the meeting.

Minutes of the Annual General Meetings will be available to members on request.

By-law 7: Remunerated Personnel

Reviewed and accepted: 07 May 2022

7.1. Advertising positions

• The Board shall determine the timeframe for the process.
• The Board shall determine the criteria, position description, role statement and terms of employment.
• The positions and relevant information shall be advertised through ASLA website and employment sites.

7.2. Selection and appointment

• The panel shall consist of the President and two (2) other members of the Board.
• The Board shall decide criteria for selection.
• Written applications will only be considered if the criteria have been addressed.
• If necessary, applicants may need to be interviewed by teleconference.
• The Board will notify successful applicants in writing.
• The Board will set fees and other payments.

7.3. Terms of engagement

• Both parties will sign a work agreement.

7.4. Review of remunerated personnel

• The remunerated personnel shall submit an annual report to the review committee detailing the success of their role.
• Work agreements will be reviewed annually at the last Board meeting of the calendar year.
• Fees and other payments will be reviewed annually prior to the presentation of the budget at the first meeting of the Board in the financial year.
• Work agreements will be finalised before the beginning of the next financial year.

7. 5. Dismissal and appeal

• The Board shall give the contractor ten (10) business’ days written notice to remedy an issue under the work agreement, and if the contractor fails to do so, the Board may immediately terminate the agreement.
• Through discussions between ASLA’s authorised officer, who signed the agreement, or the officer currently holding the office and the contractor, the parties will try to resolve the dispute.
• If after fourteen (14) days the discussions have not resolved the dispute then the dispute may be subject to court proceedings, or submitted to an alternative dispute resolution process, as agreed in writing by both parties.
• The contractor may terminate the agreement by giving the Board thirty (30) business days’ notice in writing.