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World Library and Information Congress: 71st IFLA General Conference and Council

"Libraries - A voyage of discovery"

August 14th - 18th 2005, Oslo, Norway

Council Meetings

Convening Notice

This Convening Notice has been sent to all voting Members together with the Voting Card.

It should be forwarded to your voting delegate who will attend the IFLA Council to be held in Oslo, on Sunday 14th August and Thursday 18th August, 2005.

If yours has not arrived, please contact IFLA HQ as soon as possible.

The Governing Board of IFLA has pleasure in submitting this Convening Notice of the Council meeting of the Federation.

Time and Place

The Council will meet on:
Sunday, 14th August 08.30-09.45 and
Thursday, 18th August 16.00-18.00

Sonja Henie Auditorium
Radisson SAS Plaza Hotel [show map]
Sonja Heniesplass 3
Oslo, Norway


Council I.
Sunday, 14th August 2005
08.30 - 09.45

  1. Opening by the President, Kay Raseroka
  2. Communication by the Oslo National Organizing Committee
  3. Appointment of Tellers
  4. Establishment of a Quorum
  5. Adoption of the Agenda
  6. Minutes of the previous meeting, held in Buenos Aires on 23rd and 27th August, 2004
  7. Formal announcement of the Results of the Postal Ballot for the Election of the President-elect and for places on the Governing Board
  8. Presentation of the report by the President
  9. Presentation of the Annual Report by the Secretary General
  10. Presentation of the Annual Accounts by the Treasurer
  11. In memoriam of those members who have died during the past year
  12. Adjournment: the President will adjourn the meeting until Thursday 18th August

Council II.
Thursday, 18th August 2005

  1. Opening by the President, Kay Raseroka who will hand over the chair to the incoming President, Alex Byrne
  2. Presentation of Members of the Governing Board elected 2005-2007
  3. Presentation of the Report of the Committee on Copyright and other Legal Matters (CLM) by the chair, Winston Tabb
  4. Presentation of the Report of the Free Access to Information and Free of Expression (FAIFE) Committee by the Chair, Paul Sturges
  5. Council Resolution   (see notes below)
  6. Address by the President, Alex Byrne
  7. Closure of the Council meeting by the President



Voting may take place during Council on any motions and resolutions submitted during the course of the congress.

Voting delegates should take their seats in the designated area in the front of the hall.


The attendance at Council of a simple majority of eligible (membership fees for 2005 have been paid) National Association members will constitute quorum.

If you are representing a National Association Member, there will be a white slip included with your voting papers. Under Agenda item 4. "Establishment of a Quorum", delegates representing National Association members (directly or by proxy) will be asked to hold up their white slips to be counted by the tellers.

Quorum will be reached if the number of National Association members present is 50% +1 of the total number of National Association members who have paid their fees for the current year.

Voting Papers

Voting delegates can obtain the necessary voting papers at the IFLA Voting Office located in the Secretariat offices in
Room 303, 3rd floor, Radisson SAS Plaza Hotel.

Voting papers will be distributed only to those delegates who are in possession of the IFLA Voting Card 2005, duly signed by the appropriate authority. (The IFLA Voting Card has been sent to you if your membership fees for 2005 have been paid.)

The Voting Office will be open in the Secretariat on:
Saturday 13th August 09.00-18 and on
Thursday 18th August from 09.00-13.45

On Sunday, 14th August, you can collect your papers
from 07.00-08.30
from IFLA Secretariat staff in front of the Sonja Henie Auditorium.

Please collect your voting papers as early as possible. Please do not leave it until the last minute!

If you have not paid your 2005 membership fees at the time of distribution of this convening notice, your voting card will be sent to you when you have paid.

If your payment is received after 1st July 2005, you will need to confirm your payment at the Voting Office in Oslo.


The relevant articles of the IFLA Statutes and Rules of Procedure are as follows:

Article 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.

Article 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. To obtain voting papers, representatives, or proxies of qualified Members should call at the Voting Office during the hours set out above, with the IFLA Voting Card of the member concerned. The IFLA Voting Card should carry the name of the representative or proxy, and the signature of the competent authority of the Member concerned.

Motions and Resolutions

The deadline for submitting motions and resolutions to the Secretary General is Wednesday 17th August, 12.00.

They may be handed in to the Secretariat offices. Please make sure that the text is legible and signed by both the proposer and seconder.

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 proposed and seconded by: Authorised representatives of Members, IFLA Officers [Members of the Governing Board, Directors and Officers of Core Activities, Chairs and Secretaries of Divisions, and Chairs and Secretaries of Sections].

A resolution is a formal motion that has been submitted to the Secretary General in writing before the relevant meeting.

Rules of Procedure

In December 2004, the Governing Board approved new Rules of Procedure to clarify the process of submitting and managing Resolutions brought to Council (please find the new Rules of Procedure below):
"... 3.6 To permit the chair of the meeting to enable the efficient and effective conduct of business, rulings by the chair are final.

3.7 The Executive Committee may appoint someone who is an expert on the rules and methods of the conduct of business by boards and committees to assist the chair of Council or the Governing Board in determining all matters of procedure for which there is no provision in these Rules.

3.8 The Executive Committee may approve the use of a standard guide to meetings procedure to assist the chair of Council or the Governing Board in determining all matters of procedure for which there is no provision in these Rules.

3.9 Resolutions which Members wish to propose for inclusion in the agenda in accordance with Statutes Article 14.6 must reach the secretariat 5 months before the date of the meeting and must be in the format prescribed in Rule 3.12.

3.10 Resolutions of an exceptional or urgent character proposed after the deadline specified in the Statutes Article 14.6 must be submitted to the IFLA office by the due date and time specified by the Executive Committee.

3.11 In very exceptional circumstances, the President or other person who is acting as the chair of the meeting may accept a resolution from the floor of Council with the consent of the majority of the Members present or represented. It must, at the same time, be handed over in writing to the Chair.

3.12 All resolutions must be proposed and seconded by authorised representatives of Members whose names and affiliations must be included and must clearly express the action recommended to be taken by the Federation.

3.13 The Governing Board shall take appropriate action on resolutions passed by Council.

3.14 All resolutions must be brief, clear in intent and legible. Brief additional background or explanation may be attached if necessary. The Executive Committee may seek clarification or rephrasing to ensure that the meaning and intent of a proposed resolution are clear and may nominate a delegate or delegates to assist the proposer to revise a proposed resolution in order to conform with these Rules."

Peter J. Lor
Secretary General