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Constitution

Article I: Name

The name of the association shall be “The Librarians’ Association of the University of Waterloo” (LAUW).

Article II: Definitions

A professional librarian is defined as a library staff member holding a Bachelor of Library Science (BLS), Master of Library Science (MLS), Master of Library and Information Science (MLIS) degree or recognized equivalent degree from an accredited institution and working in a professional librarian position.

Article III: Purpose

The Association shall exist to:

  • Promote the welfare of professional librarians at the University of Waterloo
  • Support the professionalism of librarians at the University of Waterloo
  • Promote the role of librarians on the University of Waterloo Campus
  • Provide a forum for the exchange of ideas and discussion of issues relevant to librarianship.

Article IV: Membership

SECTION 1

All professional librarians employed by the University of Waterloo are eligible to be voting members of the Association.

SECTION 2

A fee shall be assessed for membership in the Association. At each Annual Meeting the Executive Committee shall present the amount of the fee to the membership of the Association for approval.

Funds derived from the fee shall be collected and administered by the Treasurer. The funds shall be kept in a bank account under the name of the Association. The signatures of the Treasurer and the President or Vice-President shall be used for the operation of these funds.

Article V: Officers and Committees

  1.  The officers of the Association shall be a President, a Vice-President, a Treasurer, a Secretary and a FAUW (Faculty Association of Waterloo) representative.
  2. There shall be an Executive Committee consisting of the Officers, the immediate Past President, and Chairs of the Standing Committees.
  3. Standing Committees of the Association shall consist of a Chair and at least two others. Standing Committees of the Association can be formed with the approval of a majority of the Association membership. The Standing Committees are:
    • Programs Committee
    • Compensation Committee
  4. Elections must be held once a year
  5. The Vice-President shall be chosen from among the Chairs of the Standing Committees, at the first meeting of the newly elected Executive Committee. He/she is only entitled to one vote.
  6. More than half of the members of the Executive Committee shall constitute its quorum.
  7. The Executive Committee shall have in charge the general interest of the Association.
  8. The Executive Committee from time to time appoints such Committees of the Association as may be necessary and shall delegate to them such duties as may seem desirable.
  9. In case of vacancy in the Executive Committee, the remaining members shall designate a member of the Association to discharge the duties of the office until the next Annual Meeting.

Article VI: Election of Officers

  1. A Nominating Committee shall be appointed by the Executive Committee at least four weeks before an Annual Meeting.
  2. The Nominating Committee shall communicate with each member whose name has been proposed and shall ascertain whether such nominees will stand for office.
  3. The Nominating Committee shall then draw up a slate of Officers and Chairs for the Standing Committees for election.
  4. The slate of Officers and the Chairs of the Standing Committees shall be submitted to all members in writing at least one week before the Annual Meeting.
  5. The method of voting shall be by simple majority vote.
  6. Any member of the Association may make additional nominations from the floor at the Annual Meeting.

Article VII: Duties of the Officers

The duties of the Officers shall be as follows:

a. The President shall

  1. Preside at all meetings of the Association.
  2. Represent the Association in its communications with the University Librarian, the academic community, and the University administration.
  3. Appoint a Parliamentarian who shall interpret procedure from the latest edition of Robert’s Rules of Order when requested by the President
  4. Have full membership in Committees of the Association or may assign a designate.

b. The Vice-President shall assume the duties of the President in his/her absence.

c. The Treasurer shall

  1. Collect and administer the fees of the Association
  2. Administer income to the Association from any other source
  3. Arrange for the payment of any debts which may be incurred by the Association from the funds received by the Association
  4. Maintain an up-to-date list of members.

d. The Secretary shall

  1. Schedule meetings, at the request of the President, and notify members of meetings
  2. Take the minutes of the meetings or arrange to have minutes taken if absent
  3. Distribute minutes of the meetings to all members
  4. Distribute copies of the Constitution and any amendments
  5. Deposit copies of the minutes of the meetings, Constitution, and constitutional amendments in the University Archives.

e. The FAUW Representative shall

  1. Attend regular FAUW meetings as part of their Council of Representatives and as the LAUW Official Visitor (a non-voting member of the FAUW Board of Directors).
  2. Act as a liaison between FAUW directors and LAUW membership.
  3. Will advocate for the academic status of librarians at the University of Waterloo as appropriate.
  4. If the FAUW representative holds another LAUW position, he/she is only entitled to one vote.
  5. For consistency, this position is a two year term and can be re-elected for additional terms.

Article VIII: Meetings

  1. The Annual Meeting shall be held each year on or about the first of May and is open to all Professional Librarians.
  2. Other meetings of the Association shall be called (a) as directed by the Annual Meeting, or (b) as directed by the Executive Committee, or (c) at the written request to the President of one quarter of the members of the Association.
  3. At least two weeks notice and the agenda of any meeting of the Association shall be given in writing to the members by the Secretary.
  4. One third of the total membership of the Association will constitute a quorum.

Article IX: Amendments

The constitution may be amended at any properly called meeting of the Association at which a quorum is present, providing notice of the proposed amendment has been given to the membership, in writing, at least two weeks prior to the meeting. Constitutional amendment requires the approval of two thirds of the members who are present at the meeting and entitled to vote, excluding blank ballots and abstentions.

Article X: Other Matters

  1. On all matters of the parliamentary procedure not provided for in the Constitution, reference shall be made to Robert’s Rules of Order.
  2. The actions of the Executive Committee shall be subject to confirmation at the Annual Meeting.

June 22, 2000

Updated: May 6, 2011 with ratification of membership at LAUW AGM held May 6, 2011

Posted online April 2012

_________________________________________________________
Alison Hitchens
Secretary, LAUW 2015-2016

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