World Library and Information Congress: 73rd IFLA General Conference and Council
"Libraries for the future: Progress, Development and Partnerships"
19-23 August 2007, Durban, South Africa
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 Durban, on Thursday 23rd August, 2007.
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
15.00 - 18.00 on Thursday 23rd August, 2007
International Convention Centre (ICC)
45 Ordnance Road
4000 Durban, South Africa
There will be only one
Meeting of Council
- Opening by the President, Alex Byrne
- Appointment of Tellers
- Establishment of a Quorum
- Adoption of the Agenda
- Minutes of the previous meeting, held in Seoul, 24 August 2006
- In memoriam of those members who have died during the past year
- Presentation of the Annual Report by the Secretary General
- Presentation of the Annual Accounts by the Treasurer
- Presentation of the report by the President, Alex Byrne, and handover to the new President, Claudia Lux
- Address by the President, Claudia Lux
- Motions and Resolutions (see notes below)
- Closure of the Council meeting by the President
- Voting delegates should take their seats in the designated area in the front of the hall.
- Voting may take place during Council on any motions and resolutions submitted during the course of the congress.
- National and International Association Members: The attendance at Council of a simple majority of eligible National and International Association members will constitute a quorum. If you are representing a National and International Association Member, there will be a white slip included with your voting papers. At the Council meeting delegates representing National and International Association members (directly or by proxy) will be asked to produce their white slips to be counted by the tellers. Quorum will be reached if the number of National and International Association members present is 50% +1 of the total number of National and International Association members who have paid their fees for the current year. It is therefore especially important for representatives of National and International Association members to obtain their voting papers from the IFLA Voting Office located in the Secretariat offices in Room 21(abc) at the ICC.
- Voting Papers: To be able to vote, voting delegates must obtain the necessary voting papers at the IFLA Voting Office located in the Secretariat offices in Room 21(abc) at the ICC. Voting papers will be distributed only to those delegates who are in possession of the IFLA Voting Card 2007, duly signed by the appropriate authority. The IFLA Voting Card is enclosed with this document if your membership fees for 2007 have been paid. The Voting Office will be open in the Secretariat as from Friday, 17 August 2007. Please collect your voting papers as early as possible.
Please do not leave it until the last minute!
- If you have not paid your 2007 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 2007, please confirm your payment at the Voting Office in Durban so that you will be able to vote at Council.
- Representation: 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 in note 5 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.
- Resolutions of an exceptional or urgent character which are proposed during the Congress as specified in Article 14.6 must be submitted to the Secretary General by the deadline: 12:00 on Wednesday 22nd August.
Please make sure that the text is legible and signed by both the proposer and seconder.
- Rules of Procedure relating to Resolutions: 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 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 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."
- Motions: a Motion is a proposal that the Council take certain action. A motion must be seconded. A motion may be made from the floor during 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 and by IFLA Officers (Members of the Governing Board, Directors and Officers of Core Activities, Chairs and Secretaries of Divisions, and Chairs and Secretaries of Sections).