Southern Alberta Health Libraries Association

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SAHLA By-Laws

Article 1: Name

The name of the Association shall be the Southern Alberta Health Libraries Association. The seal of the Association shall be in such a form as prescribed by the provisional executive and shall have the words “Southern Alberta Health Libraries Association”.

Article 2: Objectives

The objectives of the Association shall be to promote good health information service to the community in southern Alberta by fostering and stimulating health science libraries.

It shall encourage communication and cooperation among its members, and shall seek to advance their educational development by any means at its disposal.

Article 3: Membership

Section 1: Classes

a) The Association shall consist of Personal Members, and such other classes of membership as designated from time to time by the Executive and approved at an annual meeting of the Association.
b) Personal Members shall be such persons as may from time to time apply for and be granted Personal Membership in the Association, and who pay the prescribed fee therefore.
c) Personal Members shall be entitled to attend General Meetings of the Association, to vote thereat, and shall be eligible to office in the Association if they are also members of the Canadian Health Libraries Association (CHLA).

Section 2: Fees

a) Payment of the prescribed membership fee shall, subject as hereinafter provided, be deemed to cover membership in the Association for one membership year, which shall coincide with the fiscal year of the Association.
b) The amounts prescribed as the appropriate membership fee may be altered from time to time by resolution of the Executive without amendment to these By-Laws, but no such alteration shall take effect otherwise than in respect of a complete membership year.

Section 3: Termination of Membership

a) Membership in the Association shall terminate:
1) on the death of the member;
2) upon his resignation;
3) upon non payment of membership fees after the expiration of four (4) months from the date due thereof.

Section 4: Management

The offices of the Association shall be managed by an Executive as hereinafter provided.

Article 4: Meetings

Section 1: Annual Meetings

The Annual Meeting of the Association may be held at such time and place in southern Alberta as may be decided from time to time by the Executive.

Section 2: Special Meetings

Special General Meetings of the Association may be held at such times and places as may be decided upon by the Executive. They shall be called upon a resolution passed by a two-thirds majority vote of the Executive, or by the President, or upon the request in writing of not less than five (5) Personal Members of the Association.

Section 3: General Meetings

General Meetings of the Association may be held at such times and places as may be decided upon by the Executive. A minimum of three (3) General Meetings will be held in any fiscal year besides the Annual General Meeting.

Section 4: Notice of Meetings

The notice calling any Annual or Special General Meeting shall be in writing to each Member of the Association in good standing at least, in the case of the Annual General Meeting 25 days, and in the case of a Special General Meeting 10 days prior to the date upon which such meeting is to be held; and in the case of the Special General Meeting shall clearly indicate the purpose for which such meeting is called. In the case of the Special General Meeting, no business other than that mentioned in the notice calling the meeting shall be transacted thereat, unless all Members entitle to vote at that meeting are present and consent to the transaction of such other business.

No omission to notify a Member nor the non-receipt of any such notice by a member shall invalidate the proceedings of any General Meeting.

Section 5: Quorum

A quorum shall consist of five (5) members in good standing for the transaction of business at any General Meeting of the Association.

Section 6: Order of Business

The business transacted at any General Meeting of the Association shall include:

a) the consideration and adoption of the Minutes of the last General Meeting and of any subsequent Special General Meeting
b) the Report of the President
c) the Report of the Secretary/Treasurer

Section 7: Voting

Any question proposed for the consideration of the Members at a General Meeting of the Members shall be determined by a majority of the votes cast by Members entitled to vote at such Meeting. Each Personal Member is entitled to one vote and the Chairman presiding at any such Meeting shall have the casting vote in the case of a tie vote.

Article 5: Executive of the Association

Section 1: Membership

a) There shall be an Executive of the Association elected from amongst the Personal Members in good standing who are also members of CHLA and consisting of three (3) officers, consisting of the President, Vice President and Secretary. The Past President will also sit on the Executive Committee in an advisory capacity.
b) Each officer shall be elected for a two year term in the month of October.
c) No officer shall be eligible for re-election to the same office for more than two (2) consecutive terms. The officers to be elected for a two year term as follows: Secretary - two years, Vice-President - two years, President - two years.

Section 2: Vacancy of any Executive Office

The vacancy of any Executive office either by reason of death, resignation or expiration of the term of office shall be filled as soon as possible by nomination and election at the next General Meeting. All Personal Members will be notified in writing of the vacancy of such office and asked to submit nominations to the President.

Section 3: Duties of Officers

The Officers of the Association shall be a President, a Vice-President, and a Secretary/Treasurer.

The President, or in his/her absence the Vice-President, or in the absence of the Vice-President, the Secretary/Treasurer, shall preside and act as Chairman at all General Meetings of the Association, and at all meetings of the Executive.

The Vice-President shall work closely with the President, or in his/her absence the Vice-President shall reside and act as chairman at all General Meetings of the Association and at all the meetings of the Executive. The Vice-President shall also deal with professional issues as outlined in the goals of each year.

The Vice-President shall also be responsible for coordinating, developing and advising members of continuing education programs sponsored by SAHLA and other library groups. The Vice-President shall also liaise with the persons responsible for educational purposes in other library groups.

The Secretary-Treasurer of the Association shall maintain custody of the seal of the Association and have charge of all correspondence and records; keep the Minutes of Meetings of the Association and the Executive; notify all members of the Association of all Annual, General and Special Meetings; notify all Members of all acts, orders, resolutions, votes or other transactions of the Association affecting their Membership or duties; supervise the collection of and keep on deposit all funds of the Association; keep a full, correct and clear record of all financial transactions of the Association; cause a register of all Members of the Association to be maintained; and perform any such other duties as may be designated by the Executive from time to time.

Article 6: Meetings of the Executive

Section 1: Meetings

The Executive shall meet at least three (3) times a year, at the call of the President, or in his/her absence, at the call of the Vice-President.

Section 2: Powers of the Executive

a) The Executive may exercise such powers as are not by these By-Laws required to be exercised by the Members in General Meeting and without limiting the generality of the foregoing shall:

i) supervise generally the affairs of the Association
ii) formulate the policies of the Association
iii) enact new By-Laws or amend existing ones

b) The Executive may establish Standing Committees as it may deem appropriate from among the Members of the Association, and assign the Committees such duties and responsibilities as it may deem appropriate.

Article 7: Amendment of By-Laws

1) The Executive shall have power to make additional By-Laws from time to time or to repeal, amend, or re-enact any By-Law. Such addition, repeal, amendment or re-enactment shall have force only until the next General Meeting and in default of the confirmation at such General Meeting cease to have force at that time only.

2) No By-Law altering or purporting to alter the name of the Association shall be in force or acted upon until sanctioned by two-thirds of the votes cast by Members at a General Meeting of the Association.

Interpretation:

In these By-Laws reference to persons shall include firms, corporations, etc.

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