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About NSLA
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Standing Orders
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standing orders 
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Annual Conference
1.1. NSLA will hold an annual fall conference which will include the annual general meeting. Each conference will be hosted by a regional library, according to the following rotation:
2009 - WCRL, 2010 - SSPL, 2011 - CBRL, 2012 - ECRL, 2013 - CEHPL, 2014 - CURL, 2015 - HPL, 2016 - PARL, 2017 - AVRL, etc.
1.2. The NSLA board, in consultation with the hosting regional library, will appoint a Conference Program Committee Convenor. The Convenor is a member of the Board.
1.3. If requested, the Board of Directors shall approve a conference advance for the Program Committee in November of each year. This sum shall be up to $1000.00. Any profits or losses from joint NSLA/LBANS conferences will be shared according to the following ratio: 2/3 NSLA, 1/3 LBANS.
1.4. The Conference Program Committee will recommend conference registration fees for approval by the NSLA board. Registration fees for non-NSLA members will be higher than for NSLA members by at least as much as the annual personal membership fee.
1.5. The Conference Program Committee will recommend fees for conference exhibitors for approval by the NSLA Board.
1.6. NSLA will keep separate receipt books for membership and for conference registration fees.
1.7. The Program Committee will submit a complete Conference Income/Expense breakdown to the NSLA Treasurer within 90 days of the end of the Annual Conference. This report is to be published in the post-conference newsletter.
- The Chairperson of each committee is referred to as 'convener'. The convener chairs the meeting.
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Job Descriptions:
- Year end committee reports are included in the
Pre-Conference issue of the NSLA newsletter.
- President
To preside over and conduct meetings and be
ex-officio member of all committees except for the nominating
committee.
Typical Duties:
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To oversee and coordinate the work of the
Board of Directors, ensuring that the purpose of the Association, its
bylaws and standing orders are followed, and that the deadlines set
forth in the NSLA calendar are met.
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To call, preside over, and conduct the
Annual General Meeting, four (minimum) Board of Directors meetings,
Executive Committee meetings as required.
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To issue quarterly reports, which are
published in the NSLA newsletter.
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In conjunction with the Secretary, to
maintain the NSLA files.
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In conjunction with the Secretary, to
conduct the correspondence of the Association.
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To co-sign cheques issued by the Treasurer.
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To solicit sustaining contributions from
selected organizations.
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To seek to monitor and improve NSLA's
performance by soliciting feedback from members and representatives of
sustaining contributors and be being responsive to their criticisms and
suggestions.
- To prepare a report for the Annual General
Meeting.
Vice President/ President Elect
Typical duties:
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To preside over and conduct
meetings in the absence of the President and to act as President-Elect
of the Association.
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To be the liaison with and to represent the
concerns and needs of Interest Groups on the NSLA Board of Directors.
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To bring any requests for funding, support
for programs, etc. before the Board of Directors and to communicate the
Board's response back to the Interest Group.
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To be ex-officio member of all Interest
Groups and attend Interest Group meetings where possible.
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To ensure that conveners of Interest Groups
are aware of this channel of communication between themselves and the
Board of Directors.
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To prepare a report for the Annual General
Meeting.
Treasurer
Typical duties:
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To keep and maintain the financial records
for the organization, prepare the budget and prepare an annual
financial statement for submission to the Financial Examiner in time
for its distribution at the Annual Meeting.
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To sign all cheques which shall be co-signed
by the President or Vice-President.
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To arrange for bank accounts (savings and
chequing) for the Association. Direct the previous executive to arrange
a transfer of funds from the previous account to the new account, if
necessary.
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To maintain record of all financial
transactions of the Association.
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To work with the Finance Committee to have a
budget ready for Executive approval.
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To inform the Executive and Finance
Committee of the financial standing of the association at each
executive meeting and at any other time as necessary.
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To submit financial reports for each issue
of the NSLA newsletter.
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To consult with the Executive and Finance
Committee of the financial standing of the association as necessary.
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To consult with the Executive Committee to
choose an auditor for the accounts.
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To have accounts audited by September 15th
(two weeks after end of fiscal year).
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To arrange the annual auditing of
Association accounts.
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To prepare a report for the Annual General
Meeting.
Past-President
Typical
duties:
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To chair the Norman Horrocks Award for
Library Leadership Committee; including selection of other committee
members, issuing Call for Nominations, convening the committee to
review nominations and selecting the recipient of the award.
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To prepare the information about the
recipient which the President will use in presenting the award at the
annual conference, and to ensure that a press release announcing the
name of the recipient is written and sent out to appropriate media
contacts.
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To chair the awards committees for the
following awards; NSLA Award for School of Information Management
Graduate, NSLA Award for Library and Information Technology Student,
NSLA Conference Bursary, and the NSLA Library Staff Award for
Excellence.
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To prepare a report for the Annual General
Meeting.
Secretary
An elected position, the Secretary serves on the
NSLA Executive Committee and on the NSLA Board of Directors.
Typical duties:
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To attend the Annual General Meeting, the
Board of Directors and Executive Committee meetings.
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To record attendance at all meetings, to
take the minutes of all meetings, to keep a list of the time and place
of meetings and in conjunction with the President, to conduct the
correspondence of the Association.
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To type, reproduce, and distribute the
minutes of a meeting and separate list of actions arising from the
minutes to the President and other Board members, including committee
members, within one month following adjournment of the meeting. Once
minutes are approved, the Secretary and the President of the
Association will co-sign the approved minutes.
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To collect a copy of all reports submitted
by the Executive, Committees, or Interest Groups at the Annual General
Meeting.
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To issue a summary report of the Annual
General Meeting to be published in the NSLA newsletter's fall
(post-conference) issue.
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To notify the Registrar of the Joint Stock
Companies of the NSLA's new slate of officers.
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To maintain (in conjunction with the
President) the NSLA files, which are to include agendas, minutes,
programs, bylaws, reports, correspondence, financial statements,
newsletters, press releases, etc. and to hand over these files to the
incoming Secretary at the Board changeover.
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To compile and distribute to all Board
members and non-voting delegates a list of current NSLA contact
names. This list will include the name, mailing address,
e-mail address, and phone and fax numbers for each Executive member,
the conveners and members of standing committees, and the non-voting
delegates from the Nova Scotia library associations. The list should
normally be distributed within the six weeks following the Annual
General Meeting.
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To compile and distribute to all Board
members a routing slip containing the name and mailing address of each
Board member.
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To keep a record of all nominations made
from the floor during elections and to obtain the written consent of
the nominee(s).
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To answer general inquiries about the
Association.
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To ensure records are transferred to the
Nova Scotia Archives and Records Management on an annual basis.
Membership Convener:
Typical duties:
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To recruit new members.
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To collect membership fees and issue
receipts.
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To ensure membership cheques are sent in a
timely fashion to the Treasurer for deposit.
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To compose and send welcome or renewal
thank-you notes.
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To send renewal notices well in advance
(approximately one month).
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To keep the membership database current.
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To prepare a report for the Annual General
Meeting.
Website Convener
Typical duties:
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To oversee the maintenance of the NSLA
website with a view to
having all information & links current
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To maintain and moderate NSLA listserv
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To investigate new technologies of benefit
to NSLA
By-Laws Committee Convener
Typical duties:
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To form a committee to review all matters
relating to the By-laws and Standing orders of the association.
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To appoint two members to serve on standing
committee.
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To conduct a preliminary discussion with the
Bylaws Committee of proposed amendment(s) received from the membership.
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To prepare details of any changes for the
approval of the Board of Directors.
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To prepare and submit a report of any
changes for the pre-conference NSLA newsletter.
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To prepare a report for the Annual General
Meeting.
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To update the Bylaws and Standing orders
documents and forward copies to: the Secretary of the Association for
onward transmission to the Registrar of Joint Stock Companies of Nova
Scotia .
Newsletter Convener
Typical duties:
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To form a committee consisting of the
Convener and two other appointed members.
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To prepare a regularly scheduled quarterly
newsletter to keep members posted on the activities of the association
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To print the newsletter in a cost-effective
yet presentable fashion, arranging for the articles to be typed,
proof-read, designed for layout, duplicated, stapled, addressed and
posted.
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To establish and maintain contacts from each
region for the collection of information from that region for the
newsletter
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To establish contacts with other
library-related associations, and all types of libraries for the
collection of information for the newsletter
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To remind contacts and members who
contribute to the newsletter of copy deadlines
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To ensure that information pertinent to all
levels of library service is included in the newsletter
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To maintain a file of back issues of the
NSLA news, updating on a continuous basis ensuring that all members,
Board members, and sustaining contributors of NSLA receive a copy of
the NSLA news 4 times per year
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To ensuring that two copies of each
newsletter are sent to the Library and Archives of Canada, one copy to
the Killam Library of Dalhousie University, NSARM, and the Nova Scotia
Provincial Library
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To prepare a report for the Annual General
Meeting.
Nominations Convener
Typical duties:
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To invite applications from the membership
and to prepare a slate of officers to be voted on at the annual
meeting.
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To proceed in accordance with NSLA Bylaws.
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To appoint two members to serve on a
standing committee.
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To publish a call of nominations in the NSLA
newsletter.
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To publish the proposed slate of officers in
the pre-conference NSLA newsletter.
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To maintain NSLA Nominating Committee Files.
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To prepare a report for the Annual General
Meeting.
Conference Program Committee
Convener
Typical duties:
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To organize all aspects of the Annual
Conference. He/she is the chair of the Conference Program Committee.
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To attend each board meeting to update the
Board of Directors on the plans of the committee.
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To choose program committee members, one of
which should be a current NSLA Board member.
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To prepare a report for the Annual General
Meeting.
Public Relations and Promotions
Convener
Typical duties:
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To publicize the activities of NSLA through
news releases and other
media contacts
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To act as liaison for the association and
other library-related
groups for exchange of information about each other's
activities, and for possible co-sponsorship of events such as
Library week, workshops, etc.
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To seek out and sustain Fund-raising
opportunities
Continuing Education Convener
Typical duties:
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To appoint two members to serve on standing
committee.
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To assist with publicity for the Education
Institute Programs.
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To coordinate opportunities for continuing
education for NSLA members.
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To act as the Association's representative
on the Partnership's Education Committee.
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An NSLA archives is established at the Nova Scotia
Archives and Records Management (NSARM) in accordance with the policies
of the NSARM and
agreements negotiated between NSARM and the Association.
- NSLA adopts the Canadian Library Association statement on intellectual
freedom.
All persons in Canada have the fundamental right, as embodied in the
nation's Bill of Rights and the Canadian Charter of Rights and
Freedoms, to have access to all expressions of knowledge, creativity
and intellectual activity, and to express their thoughts publicly. This
right to intellectual freedom, under the law, is essential to the
health and development of Canadian society.
Libraries have a basic responsibility for the development and
maintenance of intellectual freedom.
It is the responsibility of libraries to guarantee and facilitate
access to all expressions of knowledge and intellectual activity,
including those which some elements of society may consider to be
unconventional, unpopular or unacceptable. To this end, libraries shall
acquire and make available the widest variety of materials.
It is the responsibility of libraries to guarantee the right of free
expression by making available all the library's public facilities and
services to all individuals and groups who need them.
Libraries should resist all efforts to limit the exercise of these
responsibilities while recognizing the right of criticism by
individuals and groups.
Both employees and employers in libraries have a duty, in addition to
their institutional responsibilities, to uphold these principles.
CLA. COUNCIL 26/06/74
CLA. COUNCIL 17/11/83
CLA. COUNCIL 18/11/84
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Special Interest Groups
Purpose: To provide
a
forum for special interests of NSLA members and to bring together and
encourage contact among people with special interests related to
libraries.
Scope of Activities: Activities
and structure of an interest group shall be determined by its members.
The Board of Directors of NSLA may recognize the organization of an
interest group of not less than three people. An interest group should
represent a field of activity clearly distinct from that of other
interest groups or committees.
Membership: Members
of
interest groups shall be members in good standing of NSLA.
However, interests groups may freely cooperate and
work with any individuals or groups who share their interest whether
members of NSLA or not.
Formal recognition: If
an interest group requires time for programs at NSLA conferences or
requires funding from NSLA, it must be formally recognized by NSLA as
an NSLA Interest Group. Recognition may be accorded by the Board of
Directors to those groups which have identified themselves as an
interest group, have identified three of their members, and have
reported their activities to the membership of NSLA in the NSLA
Newsletter.
Conference Participation: If
programming time at the annual conference is required, an interest group must provide the Program Committee
with a written description of the workshop or activity and possible
resource people to be involved, as soon as practical after the annual
conference in keeping with Program Committee deadlines. It should work
cooperatively with the Program Committee in planning the event.
Meeting Time: The
Program Committee shall be required to schedule a minimum of one and a
half hours for business meeting time for all interest groups during the
annual conference that shall not be concurrent with regular conference
programs. If the meeting time is scheduled over a meal time, a minimum
of two hours shall be scheduled, and the local arrangements committee
shall provide meeting space and help with food provision, if needed.
Program : Each
recognized Interest Group, on request to the Program Committee, shall
be allotted program time (usually one and a half hours) to be scheduled
with the regular conference programs.
Times and Locations: The
times and locations of both meeting time and program time shall be
published in the pre-conference issue of the NSLA Newsletter with the
conference schedule.
Funding: A
recognized
Interest Group may make application to the Board of Directors for
funding for special projects or for operating expenses.
Reporting : If a
recognized Interest Group receives funding from NSLA or if it has
reserved programming time at a conference it shall be required to
submit a brief summary report and/or a financial statement to the
Vice-President of NSLA for presentation to the membership at the Annual
General Meeting.
Representation : A
recognized Interest Group may speak for NSLA on specific issues in the
area of its interest with approval of the membership at the Annual
General Meeting or of the Board of Directors.
- NSLA Conference registration fees be recommended
by
the Program Committee and set by the Board.
- Upon taking office a sum of $50 petty cash may be
made available to each NSLA committee chairperson for committee related
activities.
- The NSLA reserve fund be used at the discretion
of
the Board of Directors and reported to the Association and newsletter.
- Nova Scotia Library Association maintains a reserve fund of at least $1000.
- A Board of Directors meeting allowance of up to
$50 per meeting be allowed to members traveling from outside a 50KM
radius of the meeting site to assist with expenses incurred.
Application for this funding must be made to the Treasurer along with
the submission of appropriate receipts.
- NSLA will assist with funding for the NSLA representative invited to attend the Partnership meetings. Funding will depend on the annual budget and go towards travel and accommodations.
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Awards
The Board of Directors shall decide each year the
amount given to the recipients of the following awards: NSLA Award for
Dalhousie School of Information Management Graduate, NSLA Award for
Library and Information Technology Student, NSLA Conference Bursary,
and the Emile Theriault Library and Information Technology Award.
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Dissolution
If the Association decides to merge with another
association or dissolve, all remaining funds shall be presented to an
association with similar aims as determined by the Board of Directors.
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Electronic meetings
The Board of Directors and Committees may hold
meetings by electronic means provided that all members of the Board or
Committee consent. All such meetings may be conducted in accordance
with established NSLA procedures such as notice of meeting and quorums.
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Ann Connor Brimer Award
The Board of Directors may decide each year the
amount given to the Ann Connor Brimer Award Steering Committee. This
amount will not exceed $500.
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Official Agent
The board will appoint an official agent for a renewable term of three years. The official agent will ensure that all required information and fees are forwarded to the Registry of Joint Stock Companies.
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Financial Examiner
The membership shall elect for a two (2) year term one of their members who is not an officer of the Association to
examine the report on the completeness and accuracy of the financial records of the association. The position requires an understanding of accounting for non-profit organizations and familiarity with the procedures followed by library or other professional associations. This report shall be made to each annual meeting before the financial statement is accepted.
Typical duties:
Revision of Standing Orders as approved at the Annual General Meeting, October 26, 2009, Yarmouth, NS
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