REGISTRATION & HOTELS
Convening Notice of the 67th IFLA Council Meeting
To: Voting Members of IFLA
Date: June 2001
Please forward these documents, including your IFLA Voting Card, to your voting delegate who will attend the IFLA Council to be held in Boston, USA on Sunday 19th August and Friday 24th August, 2001
The Executive Board of IFLA has pleasure in submitting this convening notice of the 67th Council meeting of the Federation.
The Council will meet at the Hynes Convention Center, Boston, Massachusetts, USA, on Sunday 19th August 16:00 - 17:30 and Friday 24th August 15:00 - 17:00
Council I: Sunday 19th August 2001, 16:00
- Opening by the President, Christine Deschamps
- Adoption of the Agenda
- Minutes of the previous meeting, held on 13th and 18th August, 2000
- Communication by the Boston Organizing Committee
- Appointment of Tellers
- Formal Announcement of the results of the Postal Ballot for the election of President-elect and for places on the Governing Board.
- Presentation of the Annual Report by the Secretary General
- Tribute to Birgitta Bergdahl
- In memoriam: Council will remember those colleagues who have died since the last meeting
- Presentation of the Annual Accounts 2000 by the Treasurer
- Proposals for new categories of membership by the Treasurer
- Report by Adolfo Rodriguez on the work of the Advisory Group on the Division of Regional Activities.
- Adjournment of Council until Friday 24th August.
Council II: Friday August 24th 2001, 15:00
- Opening by the President, Christine Deschamps
- Motions and Resolutions (see notes below)
- Members scheduled for deletion for non-payment of membership fees
- Evaluation of the Conference and of the Professional Activities, by the Chair of the Professional Board
- Announcement of results of elections to the Professional Committee
- Announcement and Presentation of Awards
- Announcement of invitation of expressions of interest to host the general conference in 2007
- Invitation to the general conference in Berlin, 2003
- Invitation to the general conference in Glasgow, 2002.
- Votes of thanks by the Treasurer.
- Closure of the Conference.
- Voting will take place on agenda item 11, Proposals for new categories of Membership, during Council I. Voting may also take place during Council II on any motions and resolutions submitted.
- Voting delegates should take their seats in the designated area in the front of the hall.
- Voting delegates are representatives of those International Association Members, National Association Members and Institutional Members who have paid their membership fees for 2001.
- Personal & Student Affiliates are invited to the Council meetings, but they do not have voting rights. Therefore, they do not receive voting cards.
- Voting Papers: Voting delegates can obtain the necessary voting papers at the IFLA Voting Office located in the Registration area of the Hynes Convention Center. Voting papers will be distributed only to those delegates who are in possession of the IFLA Voting Card, duly signed by the appropriate authority. The IFLA Voting Card is enclosed with these documents. Voting Members who had not paid their fees for 2001 at the time of despatch of these papers, but who pay subsequently, will receive their voting cards later. Late payments may be accepted during the conference at the Voting Office, in which case, the voting cards may be collected at the same time.
- The Voting Office will be open on Friday 17th August from 14:00 - 18:00, Saturday 18th August from 09:00 - 18:00 and Sunday from 09:00 until 16:00.
- Please collect your voting papers as early as possible. Please do not leave it until the last minute!
- If necessary, the Voting Office will open from 13:30 - 15:00 on Friday, 24th August.
- Representation: the relevant articles of the IFLA statutes and Rules of Procedure are as follows:
- Statute 15.1.1 Each Member is entitled to be represented at Council by one or more representatives. One such person shall be designated by the Member to exercise the right to vote.
- Statute 15.8.1 Each Member may be represented at a Council Meeting by another Member. Such Member may exercise proxy votes on behalf of the Members they are representing.
- RoP 5.2.3 To obtain these [voting] papers, representatives, or proxies of qualified Members shall present themselves at the time and place as publicly announced at the Voting Office with the membership certificate [IFLA Voting Card] of the member concerned, which certificate [IFLA Voting Card] shall carry the name of the representative or proxy, and the signature of the competent authority of the Member concerned.
- The deadline for submitting motions and resolutions to the Secretary General is Wednesday 22nd August, 12:00.
- Motions: According to the Rules of Procedure (Rule 2.1.9), a Motion is a proposal that the Council take certain action or that it express itself as holding certain views. A motion must be seconded. A motion may be made from the floor in a Council meeting, but must at the same time be handed over in writing to the Chair. A motion may be made and seconded by:
- Authorised representatives of Members
- IFLA Officers [Members of the Executive Board and Professional Board, Directors and Officers of Core Activities, Chairs, Secretaries and Treasurers of Divisions, Chairs and Secretaries of Sections and Round Tables]
- Resolutions: two types of Resolutions are distinguished in the Rules of Procedure (Rule 2.1.10): general resolutions and professional resolutions.
- A general resolution is defined as a written statement aiming at a decision (be it resolved that …"). Such resolutions can be made by authorised representatives of Members and IFLA Officers (see definition in Note 7 above) only.
- A professional resolution is defined as a written statement indicating an intention or a position which needs further clarification by one of IFLA's profesional steering bodies before any follow-up can be expected. A professional resolution needs no seconder and can take any form. No discussion normally follows acceptance of a professional resolution, although clarification can be sought and provided at the discretion of the Chair. A professional resolution may be submitted by authorised representatives of Members, or persons acting on behalf of the Core Activities, Divisions, Sections, or Round Tables.