World Library and Information Congress:
74th IFLA General Conference and Council
"Libraries without borders: Navigating
towards global understanding"
10-14 August 2008, Québec, Canada
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 Québec City, on Thursday 14th
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
13.15 - 15.15 on Thursday 14th August
Québec City Convention
900 Bd Rene-Levesque E
Québec, QC G1R, Canada
Please note: There will be only
one Meeting of Council
- Opening by the President, Claudia Lux
- Appointment of Tellers
- Establishment of a Quorum
- Adoption of the Agenda
- Minutes of the previous meeting, held in Durban, 23 August
- In memoriam of those members who have died during the past
- Presentation of the Report of the President
- Presentation of the Report of the Secretary General
- Presentation of the Annual Accounts by the Treasurer
- Report by the Secretary General on the postal ballot on the
proposed revision of the Statutes, and ratification of the proposed
- Motions and Resolutions (see notes below)
- Address by the President
- 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 303A at the Québec City Convention Centre.
- 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 303A
at the Québec City Convention Centre. Voting papers will be
distributed only to those delegates who are in possession of the
IFLA Voting Card 2008, duly signed by the appropriate authority.
The IFLA Voting Card is enclosed with this document if your
membership fees for 2008 have been paid. The Voting Office will be
open in the Secretariat as from Friday, 8 August 2008. Please
collect your voting papers as early as possible. Please do
not leave it until the last minute!
- If you have not paid your 2008 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 2008, please confirm your payment at the
Voting Office in Québec City so that you will be able to vote at
- 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
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 13th
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):
- To permit the chair of the meeting to enable the
efficient and effective conduct of business, rulings by the
chair are final.
- 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.
- 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
- 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.
- 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.
- 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
- 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.
- The Governing Board shall take appropriate action on
resolutions passed by Council.
- 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
- 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).
Peter J. Lor