Indian Library Association Constitution
(Effective from January 5, 1987)
Is What Its Members Make It By Their Active Collaboration
And Participation In Its Programmes And Activities; No More, No Less.”
Registered under the Societies Registration Act (XXI of I860)
Indian Library Association
A 40-41 Flat No. 201 Ansal Building
Dr. Mukherjee Nagar, Delhi 110009
(as amended on 4th January, 1987 and effective from 5 January 1987)
CLAUSE 1 Name:
The name of the Association shall be the Indian Library Association hereinafter referred to as the Association. Its registered office will be in Delhi/New Delhi.
CLAUSE 2 Objectives:
The Association, existing-to- develop high standards of librarianship and library and information services shall have the following objectives:
promotion of library movement and. Improvement in library services in all its aspects in India;
promotion of library science education and the improvement in the training of libraries in India;
promotion of bibliographical study and research in library science;
improvement in the status and conditions of Services of librarians;
affiliation of the state and other library association with Indian Library Association and co-operation with International Organisation with same objectives;
publication of bulletins periodicals, books, etc. which will tend to the realization of the objectives of the Association;
establishment of libraries, documentation and information centres and assistance in their establishment and working;
promotion of appropriate library legislation in India;
providing a common forum to all persons engaged or interested in library and information work by holding conferences and meetings for discussion of professional, technical and organisational issues;
accreditation of institutions imparting library and information science education and training;
promotion as well as formulation of standards, norms, guidelines, etc. for management of library and information systems and services; and
carrying out all such other things that are incidental or conducive to the attainment of the above mentioned objectives.
CLAUSE 3 Finance, Property, etc.
The Association shall have the following powers regarding finance, possession of property, etc.:
acceptance of subscription, gift, donation, endowment or grants of money or other property for any of the objectives of the Association;
for the purpose of the Association to borrow and raise money, as it may think fit, and to invest money of the Association, not immediately required in such manner as may from time to time be determined by the Council, and to execute, accept and endorse promissory notes and other negotiable instruments;
acquisition by purchase, lease or otherwise, all kinds of property, movable, and immovable and construction and maintenance of buildings thereon suitable for the purpose of the Association and to improve, develop, manage, sell, lease, mortgage or otherwise deal with all or any part of the properties of the Association;
creation and maintenance of special funds such as Building Fund, Life Membership Fund and similar others; and
for purposes of accounting including realisation of subscription and other annual dues the "year" shall be the 'financial year' commencing 1st April ending 31st March of the following year.
2. Honorary Member (Persons who have rendered distinguished services in promoting the objectives of the Association may be elected as honorary members by the General Body meeting on the recommendation of the Council)
3. Life Member
4. Library Association Member
5. Institution Member
6. Ordinary Member
7. Associate Member
The subscription amount payable for the above classes of membership shall be in accordance with the relevant provisions in the Bye laws of the Association.
The general conditions of membership are:
a person, an institution or an association seeking membership shall apply to the Association in writing and preferably in the prescribed membership form.
the application for membership shall ordinarily be recommended by another valid member of the Association.
admission will be approved by the Executive Committee of the Association. It shall be effective from the date of approval by the Executive Committee.
a separate register for each class of membership shall be maintained by the Association. The name, address and other details furnished by the members at the time of admission or later when changes, if any, are notified, as recorded in the membership register shall constitute the official record, for purpose of correspondence,
CLAUSE 5 Privileges of Membership
Members of the Association shall be entitled to the following privileges:
presence and participation in all general body meetings as well as meetings of the sectional committee to which they belong. Further, they may attend annual conferences, seminars, workshops, etc. that may be organised by the Association from time to time.
eligibility to propose, stand and vote in the election to any elective office of the Association.
gratis or concessional supply of any or all publications of the Association, as may be provided for in the Bye-laws of the Associatio
Note: Associate Members are entitled to the privilege mentioned in ( i) only.
Institution member and Library Association member shall exercise privileges through accredited representative, as noted in the official records of the Association.
The privileges of members shall be valid provided their annual subscription is paid by 30 June in each year. An office-bearer shall cease to be so, if his membership subscription is not paid by 30 June in each year.
The names of members whose subscriptions are in arrears for two consecutive years shall be removed from the membership register.
Members shall be entitled to the privilege mentioned in 5-(a) (ii), if only
their annual subscription is paid by 30 June of the election year
their names are in the membership register of the Association on or before 1 January of the election year.
There shall be a Council of the Association, consisting of the following:
All office-bearers of the Association as mentioned in Clause 7 (a)
Representatives elected by and from among personal members (patrons, honorary members, life members and ordinary members, excepting associate members) at the rate of one representative for every 100 members or part thereof, subject to a maximum of 20. Out of permissible number of council members, there shall be reservation of one council member for each of the following zones :
Tamil Nadu, Kerala, Karnataka, Andhra Pradesh
Maharashtra, Gujarat, Rajasthan
Chattisgarh, Madhya Pradesh, Uttar Pradesh, Uttarakhand, Bihar, Jharkhand, Orissa
Punjab, Haryana, Himachal Pradesh, Jammu & Kashmir
West Bengal, Assam, Meghalaya, Nagaland, Arunachal Pradesh, Sikkim
Union Territory Zone
Delhi, Chandigrh, Pondicherry, Goa, Andaman & Nicobar, Mizoram, Manipur, Tripura and others
Note: (i) If there are any changes in geographical boundry or status of the territory, the Council of ILA is empowered to change the placement of the states/union territories to the proper zone.
(ii) The address of members as noted in the records of the Association shall be the basis for determining the zone to which member* belong. Normally, residence of a member in a zone for a continuous period of at least one-year shall be taken into consideration.
Representative of institutions by and from among institutional members at the rate of one council member for every 40 members or part thereof. The Council shall have powers to nominate any institutional member(s) to the Council to fill up vacancies if they arise in the representation of institutional members in the Council.
One representative each of the State Library Associations which are Members.
Chairman of each Section of the Association, as mentioned in Clause 10.
The past Presidents of the Indian Library Association who are valid members of the Association, unless otherwise elected as members of the Council.
CLAUSE 7 Office Bearers and Management
The President, Six Vice-Presidents and the General Secretary shall be elected, in accordance with the procedure laid down in the Bye-laws of the Association, every three year from among and by all classes of members except Associate Members.
For election to Six posts of Vice-Presidents, there shall be reservation of one post for each of the following zones :
Tamil Nadu, Kerala, Karnataka and Andhra Pradesh.
Maharashtra, Gujarat and Rajasthan
Chattisgarh, Madhya Pradesh, Uttar Pradesh, Uttarakhand, Bihar, Jharkhand, Orissa
Punjab, Haryana, Himachal Pradesh, Jamrnu & Kashmir
West Bengal, Assam, Meghalaya, Nagaland, Arunachal Pradesh, Sikkim
Union territory Zone
Delhi, Chandigarh, Pondicherry, Goa, Andaman &
Nicobar, Mizoram, Manipur, Tripura and others
Note: (i) If there are any changes in geographical boundry or status of the territory, the Council of JLA is empowered to change the placement of the states/union territories to the proper zone.
(ii) The address of members as noted in the records of the Association shall be the basis for determining the zone to which members belong. Normally, residence of a member in a zone for a continuous period of at least one year shall be taken into consideration.
The Treasurer, two Secretaries, Librarian and Public Relations Officer shall be co-opted by the Council.
A person elected as President for a two-year term shall not be eligible for election to the same office again. All other office-bearers according to (a) above shall not be eligible 4o hold their respective office for more than two terms or four consecutive years.
CLAUSE 8 Election of Office-bearers and Council Members
The election of President, six Vice-Presidents, General Secretary and required number of Council Members shall be held by postal ballot in accordance with relevant Bye-laws of the Association.
There shall be an Executive Committee which shall consist of the following:
One of the Vice-Presidents to be nominated by the Council who shall be designated as Senior Vice-President;
The General Secretary;
Two Secretaries, the Librarian and the Public Relations Officer. Three members of the Council to be nominated by the Council provided that at least two of the members shall ordinarily be residents of the place where the office of the Association is situated or its immediate neighborhood.
Members of Executive Committee shall lose their membership of the Executive Committee if they absent themselves from three consecutive meetings of the Committee without valid reasons.
The Professional work of the Association shall be distributed among the following Sections:
Govt. Dept. Libraries;
Engineering & Tech. Libraries;
Health Science Libraries;
Educatipri in Library & Inf. Science;
University '& College Libraries;
Library and Information Technology.
The Sections shall take initiative in the matters pertaining to their fields. They shall organise surveys, reviews, study, research, publications, etc. They shall recommend to the Council action to be taken pertaining to their fields. The Council shall coordinate the work of various Sections, and sanction annual provision for each Section; the Council shall create a new section or keep in abeyance any section whenever deemed necessary.
There shall be a Sectional Committee for each Section consisting of the following persons who shall be nominated by the Council.
The Chairman and the Convener of one Section shall not hold any of the above mentioned offices in any other Section.
Each Sectional Committee shall meet soon after nomination and shall prepare its annual programme-of work, showing therein the financial needs, if any, and shall work on the programme as may be approved by the Council, to whom the annual programme shall be submitted for this purpose.
The Chairman of the Sectional Committee shall submit the annual report of the respective Section in such a way that after review, materials from that may be incorporated in the annual report on the "working of the Association.
The Sections shall not incur any financial or other liability or enter into any agreement with any body except as sanctioned or authorised specifically by the Council. The Sections shall submit annually their accounts with proper vouchers to the General Secretary of the Association. The Sections shall be responsible to the Council in all their activities.
The tenure of office of office beareis and members of the Council, Executive Committees and Sectional Committees will ordinarily be two years, starting from 1st April. The Council is empowered to fill up by nomination any interim vacancy that may arise in the Council, Executive Committee and Sectional Committees. No action or proceedings of the General Body, the Council and the Executive Committee shall be invalidated by the existence of any vacancy or vacancies or the invalidity of election of any members or office-bearers.
General Body Meeting:
An Ordinary General Body Meeting shall be held once in a year at such place, pn such date and at such time as shall be determined by the President in consultation with the Executive Committee.
The Agenda for an Ordinary General Body Meeting shall include:
Report of the Working of the Association;
The audited accounts of the Association for the previous year;
Announcements of results of election for office-bearers and Council members every three year [as per clause 8];
Consideration of Bye-laws, if any, framed by the Council;
Consideration of business which the President, the Council or the Executive Committee may bring up and which is notified duly;
Any resolution of which notice has been given in writing to the General Secretary of the Association by. any member of the Association at least one month before the date of the meeting;
Any other business, which the President, the Council or the Executive Committee may bring up for consideration with the permission of the General Body (Excepting amendment to constitution or bye-laws);
In the absence of President the Sr Vice-President, and all other Vice-Presidents, the General Body may elect one of its own members as its chair person
An Extra-ordinary General Body Meeting may be called by the President either on his own initiative or by the requisition representing 25% of the members of the Association formulating the resolution to be discussed.
A Council Meeting shall be held as early before the Ordinary General Body Meeting as practicable, as soon as after the Ordinary General Body Meeting as practicable, and at such other times the President may determine, either on his own initiative or that of the Executive Committee but preferably at least once in six months.
The Council may also transact business by circulation on the initiative of either the President or the Executive Committee, or at least three members of the Council.
In the absence of President, Sr Vice-President and all other Vice Presidents the Council may elect one of its own members present as its chair person
The Executive Committee:
A meeting of the Executive Committee may be held at least once in three months on the initiative of the President or the General Secretary or on the requisition by at least three members of thj Committee; normally such meetings shall be held at least once in three months; provided that the Executive Committee may also transact business by circulation on the initiative of the President or the General Secretary.
In absence of the President and the senior Vice-President, a meeting of the Executive Committee may elect one of its own members present as its Chairperson.
CLAUSE 13 Quorum:
The following shall be the quorum for meetings:
CLAUSE 14 Powers and Duties:
(a) The Council:
The powers and duties of the Council shall be as follows:
(i) To determine all questions of policy of the Association and act as the Governing Body of the Association subject to the directives of General Body;
(ii) To elicit the views of the General Body on any question of policy, whenever deemed necessary;
(iii) To frame Bye-laws in amplification and working of the constitution. Such Bye-laws shall come into force immediately but may be amended or rejected by two thirds majority at a General Body Meeting;
(iv) To co opt members to function as Treasurer, Librarian, Public Relations Officer and Secretaries;
(v) To nominate a Vice-President and three members of the Council to the Executive Committee;
(vi) To direct the Executive Committee on the action to be taken on the resolutions passed by the Council and the General Body or at any Library Conference;
(vii) To appoint special committees to consider specific questions;
(viii) To consider and pass the budget of the Association;
(ix) To appoint auditors to audit accounts of the Association.
(b) The Executive Committee :
Subject to the direction of the Council, the powers and duties of the Executive Committee shall be as follows:
(i) To manage the affairs of the Association;
(ii) To frame the agenda for the Council and the General Body Meeting;
(iii) To organise the All India Library Conference;
(iv) To take action on the resolutions passed by the Council and the General Body or at any Library Conference;
(v) To manage the funds and properties of the Association;
(vi) To frame the annual budget and present the same to the Council for approval;
(vii) To incur or sanction expenditure;
(viii) To present the annual report on the working of the Association to the Annual General Body Meeting;
(ix) To arrange for the audit of Accounts of the Association and present the annual statement of accounts and the audit report to the Council and the Annual General Body Meeting;
(x) To invite as Chief Guest or in similar capacity reputed persons at the Conference;
(xi) To open current account, savings account and fixed deposit account with any Bank and to operate them in any manner as the Executive Committee deems fit;
(xii) To open safe custody account with any Bank and to deposit, withdraw, purchase, sell, transfer and endorse shares, securities, etc. on its behalf and to deal with the assets of the Association in any manner as the Executive Committee deems fit.
(c) The President:
The powers and duties of the President shall be:
(i) to preside at all meetings of the General Body, the Council, the Executive Committee and the Annual Conference;
(ii) to perform all such functions as are warranted by the Constitution and the Bye-laws framed thereunder;
(iii) to act as Liaison Officer between the Association on the one hand and the Governments, National and International Associations, etc. on the other hand;
(iv) to take such action as may be necessary to ensure due effect being given to the policy enunciated by the Council and the resolutions passed by the General Body, the Council and the Executive Committee;
(v) to have general control over the affairs of the Association.
(d) The Vice-Presidents :
Senior Vice-President: The Vice-President nominated by the Council to the Executive Committee shall be the Senior Vice-President. The powers and duties of the Senior Vice-President shall be to act in place of the President during his absence or on such occasions as may be determined by the President;
(e) The General Secretary:
Subject to the direction of the Executive Committee, the powers and duties of the General Secretary shall be :
(i) to administer the business of the Association;
(ii) to attend the meetings of all the bodies of the Association, and to maintain the minutes of their proceedings except those of the Sectional Committees and ad-hoc committees;
(iii) to prepare the annual report on the working of the Association for consideration by the Executive Committee, the Council and the General Body.
(f) The Treasurer :
Subject to the direction of the Executive Committee, the powers and duties of the Treasurer shall be:
(i) to receive all moneys on behalf of the Association and to issue properly signed receipt for the same;
(ii) to make payment for the charges incurred under competent authority;
(iii) to maintain the accounts, to prepare the annual statement of accounts and the budget, and to present the annual statement of accounts together with the audit report and the budget for the consideration by the Executive Committee, the Council and the General Body;
(g) The Secretaries :
Subject to the direction of the President, the powers and duties of the Secretaries shall be:
(i) to assist the General Secretary in the discharge of his duties on all occasions and in manner as may be desired by him;
(ii) in the absence of the General Secretary, one of the Secretaries shall act in his place, as determined by the President;
(iii) one of the Secretaries as decided by the Executive Committee shall be in-charge of publications of the Association. His other duties shall be to act as the Managing Editor of the official organ of the Association.
(h) The Public Relations Officer:
Subject to the direction of the Executive Committee the powers and duties of the Public Relations Officer shall be:
(i) to keep the public informed about the activities of the Association;
(j) to advise the Executive Committee on the results of his contacts with the public and the members of the Central and State Legislatures and Governments. His other duties will be determined from time to time by the Executive Committee.
(k) The Librarian :
Subject to the directions of the Executive Committee the powers and duties of the Librarian shall be:
to receive, maintain and make available for service the publications acquired by the Association.
His other duties shall be determined from time to time by the Executive Committee.
CLAUSE 15 Amendments to the Constitution
The Constitution shall be added to, revised or amended by a two-third majority of those present and voting at the Extra-ordinary Genera! Body Meeting provided that at least one month's notice has been given to the members about the proposed amendments.
INDIAN LIBRARY ASSOCIATION
(As amended and brought uptodate by the Council on 3-1-19S7 and reported to the General Body on 4.1.87 and effective from 5.1.1987)
1. General Body Meeting—Procedure for conducting transactions
Further to the provisions in the Consiitution vide clause 12 (a) regarding agenda items and clause 13 regarding quorum, the following procedures are laid down :
(a) A notice convening an ordinary/annual General Body Meeting shall be issued not less than 40 days prior to the date of such meeting, giving the agenda as per clause 12 (a) of the Constitution, as applicable.
(b) A notice convening an Extra-ordinary General Body Meeting shall be issued not less than 15 days prior to the date of such meeting. This will apply also to the requisitioned meeting, as provided in clause 12 (b) of the Constitution.
(c) A notice of any motion or resolution to be moved at the ordinary/ annual General Body Meeting may be sent by any member of the Association (except Associate Members), giving the text of the motion of resolution so as to reach the General Secretary not less than 20 days before the date of the General Body Meeting.
(d) A statement showing all resolutions proposed to be moved vide (c) above will be made available to members present at the time of the General Body Meeting.
(e) Notice of any amendment to a resolution to be moved in the Extra-Ordinary General Body Meeting in accordance with Clause 15 of the Constitution shall reach the General Secretary at least 7 days before the date of the Meeting,
(f) Notwithstanding any of the provisions mentioned above, any motion calling for closure or adjournment of a discussion or referring the point to a Committee or any authority or a person can be made during the discussion in the General Body Meeting and carried by a simple majority of those members who are present.
2. Election Procedures
Further to Clauses 5 (a) ii; 5 (e) and 8 of the Constitution, the following procedures are laid down for conducting the elections;
(a) The Council of the Association shall, at an appropriate time, appoint an Election Officer for every term of office. The Election Officer, in association with two more members to be nominated at his discretion to constitute an Election Committee and with secretarial assistance to be provided by ILA office, shall be responsible for conducting the election in matters such as :
Ø Scrutiny of membership list for eligibility to participate in the election.
Ø Determining the number of vacancies to be filled up in the Council.
Ø Inviting nominations to various offices to which election is to be held.
Ø Scrutiny of nominations received, acceptance of withdrawal of nominations if any and announcing final valid nominations.
Ø Despatch of ballot papers by registered post to eligible voters.
The Election Officer as well as the other two members of the Election Committee shall not be office-bearers of the Association for the current term and also a contestent to any office in the election for the ensuing term.
(b) The time-table for election process shall ordinarily be as follows :
Ø Publication of Membership List (as current upto 30 June) by the ILA Secretariat, after due scrutiny and authentication by Election Officer31 July
Ø Inviting nominations by the Election Officer for election of office-bearers1 August
Ø Withdrawal of nominations, if any15 September
Ø Announcement of final, valid nominations by the Election Officer20 September. .
Ø Date of Despatch of Ballot Papers to members10-15 October
Ø Last Date for receipt of marked ballot papers from members to the Returning Officer15 November
If warranted by exigencies of circumstances, the President, ILA is empowered to alter suitably and marginally the above time-table.
(c) Nomination for election to offices shall be duly proposed and seconded by valid members in accordance with Clause 5(e) of the Constitution. The nomination shall carry written consent of the candidate whose name had been proposed for seeking election.
(d) Withdrawal of nomination, if any, has to be made in writing by the candidate whose name has been proposed for seeking election. Telegraphic intimation about withdrawal will not be acceptable unless post copy in confirmation of the telegram is also received by the Election Officer before the specified date for withdrawal.
(e) The election Committee, in association with the President, ILA shall scrutinize the nominations and after taking into consideration the withdrawals announce the final, valid nominations.
(f) All complaints and representations received from members in regard to any issue on.j the ^election process upto the stage of dispatch of ballot papers shall be considered by the Election Committee and the President ILA and the decision taken thereof shall be final and binding on all concerned.
3. Election Results
(a) The Executive Committee/Council of ILA shall appoint a Returning Officer, whose responsibility is to receive ballot papers from voters at his address, count the votes at the time and place decided upon by the President, ILA and to communicate the results to the President, ILA thereafter.
(b) The voters shall send by post the marked ballot papers in a closed cover to the Returning Officer at his address on or before the specified date for receiving the ballot papers. In case it is desired to hand over personally the completed ballot papers to the Returning Officer, it should be done personally by the voter concerned and no proxy will be allowed in this connection.
(c) While the President, ILA shall decide the date, time and place for counting of votes, these may ordinarily coincide with the Annual General Body meeting to be held during All India Library Conference. The counting may take place a day or two before such General Body Meeting to facilitate announcement of the results at the General Body meeting itself. If, for any unforeseen circumstance, the election process is delayed and the results could not be announced at the annual General Body meeting, an Ordinary General Body meeting may be convened later for the special purpose of announcing the results at a date and venue decided by the President, ILA.
(d) The returning Officer may make use of member volunteers (who shall not be a contestent in the election) in the counting of votes. The candidates standing for election or their representatives may be present to watch for themselves the counting operations.
(e) In the event of any tie, decision will be taken by toss of a coin.
(f) Decision taken by the Returning Officer in all complaints and representations in regard to receipt of ballot papers, counting of votes, invalidation of votes and compiling of election results shall be final and binding on all concerned.
4. Membership Subscription
The subscription to be paid for different classes of membership shall be as follows.
Patron - To contribute to the Association in a single instalment either a sum of not less than Rs. 5.000/- in cash or property worth not less than Rs. 10.000/-
Honorary Member - No payment
Life Member - A lump sum of Rs. 1500/- at a time or in two instalments of Rs. 750/- each, within a period of six months
An ordinary member - who has continued his/her membership without interruption for 10 years may become a Life Member subsequently on payment of Rs. 500/- only at a time
Further, an ordinary member who has continued his/her membership for 10 years without interruption and who has since retired from service and not re-employed may become a life member on payment of Rs. 500/- only at a time
|Patron||`5000/ Cash or 10000/ (In property form)|
|Honorary Member||- Hon'ble Personlity|
|Library Association Member||` 600/ p.a.|
|Institution Member||`2000/ p.a.|
|Ordinary Member||` 250/ p.a.|
|Associate Member||` 600/ p.a.|
5. Supply of ILA Publications
(a) Further to Clause 5(a) iii, the privileges of members to receive ILA publications shall be as follows :
(i) Gratis supply of a copy of any periodical which may be published as official organ of ILA
(ii) Gratis supply of ILA Newsletter or similar newsletter type publications that may be brought out from time to time
(iii) Supply of ad hoc and all other serial publications of ILA at 20 per cent discount on list price
Note: In case of .overseas members, including life members who have since migrated abroad, the 20 per cent discount will apply on foreign subscription rate/cost.
(b) The Executive Committee is authorised to fix up from time to time the discount to be allowed to book trade for various saleable publications of ILA.
6. Special Funds
Further to Clause 3(d) of the Constitution, the following special funds shall be operated :
(a) The Association shall create and maintain a Life Membership Fund, to which all amounts accruing from life membership subscription are to be credited.
(i) The life Membership Fund shall be maintained in a fixed deposit to the extent feasible. Interest from fixed deposits of Life Membership Fund will bz transferred to the General Account of the Association for meeting current obligations to the life members.
(ii) When a life member expires, his life membership subscription will be transferred from Life Membership Fund to Building Fund.
(iii) The Executive Committee is authorised to draw advances/ loans from the fixed deposits of Life Membership Fund, should there be any emergent need. However, such loans/ advances are to be paid back with interest to the Life Membership Fund.
(b) The Association shall create and maintain a Building Fund.
The receipt of the Building Fund shall consist of donations, transfer of any surplus fund from general revenues of the Association, transfer of life membership subscription of deceased members, some percentage of revenues earned from sale of ILA publications royalty, consultancy fees, etc. receipt from advertisements specially for augmenting the Building Fund and similar others.
The Building Fund shall be Utilized solely for purpose of owning a building by the Association as and when possible.
The Building Fund shall be maintained in free deposit to the extent feasible. Interest accruing from the fixed deposits of Building Fund, shall also be credited to it.
The Executive Committee is: authorised to draw advances/ loans from the fixed deposit of the Building Fund should there be an emergent need. However, such advances/loans are to be paid back with interest to the Building Fund.