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Code of Practice - Part OneGeneral Administration and Procedure | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| The LIANZA Council adopted a revision to Pt 1 of the Code of Practice as well as a new section "Introduction" at its October 2003 meeting. These revisions came into effect on 15 November 2003. Revisions to the text of the LIANZA Code of Practice Pt 1 Section 4 Membership and Subscriptions and Pt 1 Clause 10.31 Fees for Membership of SIGs, were adopted by the LIANZA Council at its September 2004 meeting. The new membership structure and subscription rates were adopted at the May 2004 Council meeting and came into effect in July 2004. |
This Code of Practice is issued by the National Council of the Library and Information Association of New Zealand Aotearoa: Te Rau Herenga o Aotearoa Incorporated under the authority of Rule 44 of the Association Rules.
PART 1 revised as at 7 October 2003)
Note: The GENERAL ADMINISTRATION AND PROCEDURE document is an integral part of the Code of Practice and forms Part 1 of this document. All Parts of the Code of Practice are freely available to all members and sub-groups, on request. The complete Code of Practice is available on this website.
Table of Contents | ||
| Section 1 – Definition | ||
| Section 2 – National Council | ||
| 2.1 | Meetings | |
| 2.2 | Special Meetings | |
| 2.3 | Voting | |
| 2.4 | Urgent decisions by Council | |
| 2.5 | Committees of the Council | |
| Section 3 – Administration and Finance | ||
| 3.1 | Receipts | |
| 3.2 | Payments | |
| 3.3 | Cheque Signatories | |
| 3.4 | Staff | |
| 3.5 | Expenses and Fees | |
| Section 4 – Membership and Subscriptions | ||
| 4.1 | Membership Categories and Criteria | |
| 4.2 | Subscriptions | |
| Section 5 – General Meetings | ||
| 5.1 | General | |
| 5.2 | Eligible Voters | |
| 5.3 | Business of the Annual General Meeting | |
| 5.4 | Notices of Motion | |
| 5.5 | Forum | |
| Section 6 – Election of Officers and Councillors | ||
| 6.1 | Nominations | |
| 6.2 | Returning Officer | |
| 6.3 | Election Date | |
| 6.4 | Call for Nominations | |
| 6.5 | Voting | |
| 6.6 | Vote Counting | |
| 6.7 | Equality of Votes | |
| 6.8 | Declaration of Result | |
| 6.9 | Vacancies | |
| Section 7 – Conferences/Seminars | ||
| Section 8 – Notice | ||
| Section 9 – Regions | ||
| 9.1 | Definitions of Regions | |
| 9.1.1 | Hikuwai Region (AK) | |
| 9.1.2 | Waikato/Bay of Plenty Regions (WBOP) | |
| 9.1.3 | Ikaroa Region (North Island) (CR) | |
| 9.1.4 | Te Upoko o te Ika a Maui Region (WN) | |
| 9.1.5 | Aoraki Region (AR) | |
| 9.1.6 | Otago/Southland Region (OS) | |
| 9.2 | Historical Notes | |
| 9.3 | Membership of Regions | |
| 9.4 | Sub-Groups | |
| 9.5 | Membership of Regional Committees | |
| 9.6 | Election of Regional Committees | |
| 9.7 | Regional Representation on Council | |
| 9.8 | Funding | |
| 9.9 | Annual grant | |
| 9.10 | Finance | |
| 9.11 | Bank Account | |
| 9.12 | GST returns | |
| 9.13 | Meetings | |
| 9.14 | Annual report and audited accounts | |
| 9.15 | Map of Regions | |
| Section 10 – Special Interest Groups (SIGs) | ||
| 10.1 | Formation of SIGs | |
| 10.2 | Sub-SIGs | |
| 10.3 | Terms of Office | |
| 10.4 | Goals and Objectives | |
| 10.5 | Communications | |
| 10.6 | Membership | |
| 10.7 | Recess or Disband | |
| 10.8 | Meetings | |
| 10.9 | Committees | |
| 10.10 | Finance | |
| 10.11 | Bank Account | |
| 10.12 | GST Returns | |
| 10.13 | SIG Fees | |
| 10.14 | Annual Report and Audited Accounts | |
| Section 11 – Code of Professional Conduct | ||
| Section 12 – Principles Applying to Consultant Librarians | ||
1. DEFINITION
1.1 The term "Institution" as used in this document has the same meaning as "Organisation" as used in those Rules of the Association which deal with membership, e.g. Rules 6, 8 and 9 (i).
2. NATIONAL COUNCIL (See Rules 21–27)
2.1.1 Ordinary meetings of National Council shall be called by the Business Development Manager on dates determined in consultation with the President. Council meetings for the ensuing year should, where possible, be set at the beginning of each Council term. Members of Council shall be given at least four weeks notice of ordinary meetings of Council.
2.1.2 Council meetings shall be conducted according to normally accepted meeting procedure and shall be by consensus of those present. If consensus is not achieved then Council shall adopt the procedure that is laid down for Association general meetings.
2.1.3 All meetings of Council shall be chaired by the President. In the absence of the President, the Vice-President shall act as Chair. If both President and Vice-President are absent, one of the remaining Officers present shall be chosen, by those attending, to chair the meeting.
2.1.4 The Business Development Manager shall maintain a written record of all Council meetings including those held by Teleconference. The record of each meeting shall be submitted to the following meeting for confirmation. Council minutes shall be available to Association members who request to see them.
2.2.1 Any five members of the Council may request a special meeting of Council. This request shall be given to the Business Development Manager in writing and must include the reasons why a special meeting of Council is requested. Within seven days of receiving such a request the Business Development Manager shall summon a special meeting of the Council, which shall take place no less than ten days and no more than twenty-one days after the date of the summons.
2.2.2 Council members shall be given notice of a special meeting not less than ten days before the date of that meeting. Notice of the meeting shall include the business to be discussed, and no other business may be dealt with at that meeting.
2.3.1 Decisions of the Council shall, wherever possible, be by consensus. If Council fails to achieve a consensus, decisions shall be by majority vote. The Chair shall have the right to vote and if voting on any question is equally divided, the Chair shall also have a casting vote.
2.4 Urgent decisions by Council
2.4.1 If an urgent matter arises which requires the consideration of Council before its next scheduled meeting and which cannot be decided by the use of Rule 25, the Business Development Manager, in consultation with the President, or two members of Council, shall urgently send details of the matter to members of the Council.
2.4.2 The Business Development Manager shall arrange for the item to be discussed by teleconference within five days of the notification of the item to Council members. Only the business for which the meeting is called may be discussed at the teleconference meeting.
2.4.3 Meetings by teleconference shall observe the quorum requirements set out in Rule 21.
2.5 Committees of the Council (See Rule 27 (ii))
2.5.1 As far as practicable the Council shall appoint committees at the first meeting after its election. At this meeting the continuation of existing committees shall be reviewed and if there is no longer sufficient justification for the existence of a committee it shall be disestablished.
2.5.2 The President and the Vice-President shall be ex officio members of all committees other than the Credentials Committee upon which either shall serve only if appointed to do so.
2.5.3 Each committee shall report to Council on its activities and actions by the end of the Association year. Committees which are due to disband, for any reason, will make a final report to Council.
2.5.4 Where not otherwise provided, committees may regulate their own procedures but those procedures must not conflict with any provisions of the Association Rules or the Code of Practice.
2.5.5 Council may appoint committees to act jointly with other bodies for any purpose deemed desirable
2.5.6 Council is not bound to ratify any decision of a joint committee and no decision of any joint committee shall be binding upon the Association until ratified by the Council.
2.5.7 Representatives of the Association are required to report to Council by 30 June each year on their activities on behalf of the Association. Issues important to the Association are to be reported immediately. Copies of the minutes of any meetings are to be provided to Council as soon as available.
3. ADMINISTRATION & FINANCE
3.1.1 The LIANZA Office shall receive all subscriptions, fees and other monies. All sums received shall be paid into an Association bank account.
3.2.1 All payments, apart from petty cash, shall be approved by National Council. The Treasurer shall maintain overall control of petty cash expenditure.
3.2.2 A petty cash float to be managed by the BDM, the amount of which will be reviewed and determined by Council as necessary.
3.3 Cheque Signatories (See Rule 4(viii))
3.3.1 Any changes to the signatories for Association bank accounts must be ratified by National Council prior to those changes taking effect.
3.4.1 If the position of Business Development Manager is vacant, for any reason, National Council shall determine how the Business Development Manager's functions and responsibilities are to be carried out.
3.5 Expenses and Fees (See Rules 37 & 43)
3.5.1 The National Council may authorise payment to Council and committee members for reasonable and proper expenses when attending Council and committee meetings.
3.5.2 The National Council may pay reasonable and proper fees or honoraria, and reasonable expenses, to people performing special services in furthering the objects of the Association.
4. MEMBERSHIP AND SUBSCRIPTIONS (See Rules 6–19)
4.1.1 The categories of personal membership shall be as follows –
(a) Ordinary member
(b) Subsidised member
(c) Affiliated member
(d) Honorary Life member (as per Rule 7)
(e) Overseas member (as per Rule 8)
4.1.2 The categories of institutional membership shall be as follows –
(a) Parent member
(b) Subsidiary member
(c) School Library member
4.1.3 The criterion for each category of membership is set by the National Council and is available on the LIANZA website or from the LIANZA Office on request. (http://www.lianza.org.nz/membership/)
4.1.4 Membership categories and criteria can be reviewed regularly and amended by the National Council and notified to the membership as required (except for Overseas member and Honorary member which are governed by the Rules of the Association).
4.2 Subscriptions (See Rules 15–19)
4.2.1 Subscriptions shall be based on membership category.
4.2.2 Subscriptions for Personal members are GST inclusive.
4.2.3 Subscriptions for Institutional members are GST exclusive.
4.2.4 Subscriptions can be reviewed regularly and amended by the National Council and notified to the membership as required.
4.2.5 Subscriptions normally run for a full twelve months from the date membership fees are received (See Rule 17).
5. GENERAL MEETINGS (See Rules 28–35)
5.1.1 All general meetings of the Association shall be chaired by the President. In the absence of the President, the Vice-President shall act as Chair. If both President and Vice-President are absent the Business Development Manager shall convene the meeting with the sole purpose of allowing members to elect one of their number to chair the meeting.
5.1.2 The notice sent to members advising of a general meeting shall contain the time, date and place of that meeting and a complete list of the business to be transacted. A general meeting may not deal with any business other than that listed in the notice sent to members.
5.1.3 The Business Development Manager shall maintain a written record of all general meetings. A copy of the minute record of each general meeting shall be sent to all members within two months following the date of the meeting and copies will also be made available at the next annual general meeting.
5.1.4 All general meetings of the Association shall be conducted according to accepted principles on the conduct of meetings. (Currently the Association refers to – Renton, N.E. Guide for meetings and organisations. 6th ed. Sydney : Law Book Co., 1994. 2 vol.)
5.2.1 Only personal members and delegates of institutional members of the Association may vote at a general meeting.
5.2.3 Institutional members shall have only one voting delegate at a general meeting.
5.3 Business of the Annual General Meeting (See Rules 24, 26, 36, 41)
5.3.1 The annual general meeting shall receive and consider –
(a) The minutes of the previous annual general meeting and of any special general meetings held since the last
annual general meeting,
(b) The annual report of the National Council
(c) The audited accounts,
(d) The appointment of auditors,
(e) Proposals to amend the Rules,
(f) Election of Honorary Life Members
(g) Notices of Motion (see clause 5.8 et al),
5.4.1 This section sets out the procedure required to be followed for those Notices of Motion which relate to the administration or policy of the Association. Procedures required to be followed for notices of motion which seek to amend the Rules of the Association are set out in Rule 41. Notices of Motion put forward under this clause may only be discussed at an annual general meeting.
5.4.2 Any member or sub-group of the Association may submit to the National Council any Notice of Motion for discussion at the annual general meeting. A copy of the resolution by which it was adopted shall accompany every Notice of Motion from a sub-group of the Association.
5.4.3 Notices of Motion shall be submitted to the National Council no later than ten weeks before the date of the annual general meeting. The Council may accept a Notice of Motion after this time if it considers that the subject matter is of sufficient importance and there are good reasons for its not having been submitted earlier.
5.4.4 If the National Council is of the opinion that the subject matter of the proposed Notice of Motion is outside the scope of the business of the annual general meeting (as laid down in the Code of Practice), it shall have the power to disallow the Notice of Motion.
5.4.5 The National Council shall immediately inform the member or sub-group of the Association responsible for submitting a Notice of Motion of any action taken under clause 5. 11.
5.5.1 An open forum to allow free discussion by the membership on matters of concern to the Association and its members may be held following the annual general meeting.
6. ELECTION OF OFFICERS AND COUNCILLORS (See Rules 20–23)
6.1.1 Any member of the Association (personal or institutional) may nominate any other personal member for election as an Officer of the Association
6.1.2 Any member of the Association (personal or institutional) in a particular region may nominate any other personal member in that region as Councillor for that region.
6.1.3 Nominations shall be in writing and the consent of the person nominated shall be included. Nominations may include information regarding qualifications, experience, skills, and personal qualities in support of the candidate.
6.2.1 A Returning Officer shall conduct the elections for Officers of the Association and those Regional Councillors whose term of office has expired. Unless the National Council determines otherwise, the Returning Officer shall be the Business Development Manager. The Returning Officer must not take any part in the election other than those duties set out in the Rules and Code of Practice – with the exception of voting, if eligible to do so.
6.3.1 The Officers and Councillors shall be elected by the members by postal vote by the last working day of May each year.
6.4.1 The Returning Officer shall call for nominations from members at least six weeks prior to election date, detailing:
(a) The vacancies to be filled,
(b) The day and hour of the closing of nominations - this date to be at least four weeks prior to the election date.
6.5.1 After the nominations have closed the Returning Officer shall, if the number of candidates for any position exceeds the number of vacancies to be filled, prepare and post to each member entitled to vote a voting paper. This shall be posted at least 2 weeks prior to the election date. The voting paper shall contain:
(a) The date of the election and the time at which the poll will be closed,
(b) A list of the nominated candidates and the position for which they are standing and any information supporting their nomination,
(c) Such instructions as may be necessary to ensure that the intention of the voter is clearly expressed and that the secrecy of the ballot is maintained.
6.5.2 Only members of the region which a Regional Councillor represents may vote in any election for that position.
6.6.1 The poll shall close at five o'clock on the afternoon of the day of the election but all voting papers which are received by mail and postmarked no later than 5pm on the day of the election shall be counted.
6.6.2 A voting paper shall be informal in any of the following cases:
(a) If any direction relating to the identification of the voter and the secrecy of the ballot has not been complied with.
(b) If the number of candidates voted for is greater than the number of vacancies.
(c) If the vote is not delivered or posted within the time limits.
(d) If the intentions of the voter are not clear.
6.6.3 On the fifth working day after the day of the election the Returning Officer shall open and examine all the voting papers. After rejecting all informal papers the Returning Officer shall count the vote for each candidate.
6.6.4 In each vacancy, the candidate for the vacancy who receives the highest number of votes shall be declared elected.
6.7.1 If the Returning Officer is unable to declare one candidate elected because two or more candidates for the same vacancy receive the same number of votes, the Returning Officer shall decide the successful candidate by lot in the presence of two current members of National Council who are not nominees or nominators in the current elections.
6.8.1 The Returning Officer shall declare the result of the election by sending notice to all members of the names of the successful candidates and the number of votes received by all candidates. This notice may instead be published in an appropriate Association publication provided such publication takes place within two months of the closing of the poll.
6.9.1 If, for any position on National Council, no nominations are received, then Council at its first meeting following the election shall try to fill the vacancy or vacancies by the appointment of a person who would have been eligible for election as provided in the Rules (under the provisions of Rule 23 (ii)).
7. CONFERENCES/SEMINARS (See Rule 4 (vi))
7.1 Should the Association or National Council decide to call for a conference or seminar, Council shall have the power to appoint a convenor to organise the conference or seminar.
7.2 At least twenty-eight days notice of the date of the conference or seminar, its location and its programme shall be sent to each member of the Association.
7.3 Conferences and seminars are open to anyone on payment of the registration fee. Non-members of the Association shall pay a significantly higher fee than members.
7.4 Registration fees recommended by the Convenor shall not apply until approved by the National Council.
7.5 No action may be taken upon any resolution adopted by a conference or seminar other than transmission to the National Council by way of recommendation. Council shall report its decision on the matter in any Association publication received by all members; in its annual report to members; as well as to the next conference or seminar.
7.6 Voting at a conference shall be the same as at a general meeting, except that there shall be no provision for proxy voting.
8. NOTICE
8. 1 Any notice required to be given according to the Rules of the Association or the Code of Practice may be given directly to the person intended to receive it or sent by post. If sent by post the notice shall be addressed to the address as it appears in the most recent record of membership. Notice shall be regarded as given if the notice is properly addressed, prepaid and posted.
9. REGIONS (See Rules 4 (iii), 11, 22)
(See also Part 4: Financial Guidelines and Practices for Regions and Special Interest Groups (SIGs))
Note: The Financial Guidelines and Practices for Regions and Special Interest Groups (SIGs) is an integral part of the Code of Practice and forms Part 4 of this document. It is freely available to all members and sub-groups on request.
Note: The maximum number of regions is six (Rule 21).
The Hikuwai Region comprises the Northland and Auckland Regions, bisecting the Franklin District (as shown on the map following this section).
The Society of Auckland Librarians affiliated in 1935. The Auckland Region changed its name to Hikuwai Region in January 2000.
9.1.2 Waikato/Bay of Plenty Region
The Waikato/Bay of Plenty Region comprises the Waikato, Bay of Plenty and Gisborne Regions, and includes part of the Franklin District (as shown on the map following this section).
The Region was formed in 1967.
The Ikaroa Region comprises the Taranaki, Manawatu-Wanganui and Hawkes Bay Regions (as shown on the map following this section). The Region was formed in 1944, and changed its name from Palmerston North Branch to Central Region in 1987. Hawkes Bay (excluding Gisborne) joined the Region in August 1994. Central Region changed its name to Ikaroa Region in August 2000.
9.1.4 Te Upoko o te Ika a Maui Region
The Te Upoko o te Ika a Maui Region comprises the Wellington Region (as shown on the map following this section). The Society of Wellington Librarians affiliated in 1937. The Wellington Region changed its name to Te Upoko o te Ika a Maui Region in August 2001.
The Aoraki Region comprises the Nelson-Marlborough, West Coast, Chatham Islands and Canterbury Regions (as shown on the map following this section). The Canterbury Region was formed in 1937 and changed its name to Aoraki Region in June 1995.
The Otago/Southland Region comprises the Otago and Southland Regions (as shown on the map following this section). The Society of Otago Librarians affiliated in 1937 as the Dunedin Branch. The name was changed to Otago Branch in the same year.
9.2.1 The South Canterbury Branch of the Association was formed in 1948 and wound-up in 1965.
The Hawkes Bay Region which comprised the area of the Provincial District of Hawkes Bay as far south as a line drawn due east immediately south of Takapau, as well as the remainder of the County of Wairoa, the Counties of Cook, Waikohu, Waiapu and the city of Gisborne was formed in 1965. The Region joined the Auckland Region in 1989. In August 1994 Hawkes Bay elected to become part of the Central Region, while Gisborne remained with the Auckland Region. Subsequently, Gisborne joined the Waikato/Bay of Plenty Region.
9.3 Membership of Regions (See Rule 11)
9.3.1 All personal and institutional members of the Association are automatically members of the region in which they are located.
9.3.2 The Association office will provide the regional committee with a list of current members in its region three times a year. The first of these is to be distributed by the end of August each year.
9.4.1 Regional sub-groups may be formed with a minimum of ten financial personal or institutional members. All funding for such sub-groups is the responsibility of the appropriate regional committee.
9.5 Membership of Regional Committees
9.5.1 Regional committees shall be elected to manage the affairs of a region. Regional committees may regulate their own procedures, but those procedures must not conflict with any provisions of the Association Rules or the Code of Practice.
9.6 Election of Regional Committees
9.6.1 The election of the chair and members of the regional committee shall be held to coincide with the region's annual general meeting.
9.6.2 Regions are responsible for the organisation of their own elections and may use external assistance at their discretion.
9.6.3 The term of office for all members of the regional committee will normally be twelve months. Should a term other than twelve months be desired then all members of the region must be notified of the details of the proposed term at the same time as nominations are called.
9.6.4 The chair and members of the regional committee are eligible for re-election.
9.7 Regional Representation on National Council (See Rule 22)
9.7.1 The regional representative on the National Council shall be a member of the regional committee, ex officio.
9.7.2 In the event of the regional representative on National Council being unable to attend a meeting of Council, the chairperson of the regional committee may attend Council in their place and shall have speaking rights but no voting rights as they are not an elected member of Council.
9.7.3 Regional committees are an important point of communication between the National Council and members in a Region. One of the chief roles of the Regional Councillor is to represent the views of members of the region at Council meetings and to inform regional members of the activities and decisions of Council. The Regional Councillor shall provide the regional committee with a report on each Council meeting. Regional committees should also have access to the views of SIGs whose base is within their area, so that the views of those SIGs may also be represented to Council.
9.8 Funding (See Rule 4 (iii))
9.9.1 The capitation grant from national funds for each regional committee is based upon the number of personal and institutional members in that region at the end of the previous financial year.
9.9.1 The capitation grant will be forwarded to the region Treasurer by the Business Development Manager, by the end of November each year, provided the region’s financial records have been reviewed and approved by the Association Treasurer and the statement of accounts for the previous year has been submitted to the National Council. (see clauses 9.29-9.31)
9.10.1 The financial year of regions shall be the same as that of the Association (see Rule 15).
9.10.2 Each region shall include a Treasurer as a member of its committee. The Region Treasurer will be responsible for the financial operation of the region and will carry out those responsibilities in accordance with the requirements of this Code of Practice especially the guidelines and procedures set out in Part 4: Financial Guidelines and Practices for Regions and Special Interest Groups (SIGs.)
9.10.3 Requests by regional committees to the National Council for special funding must be made according to budget guidelines set by the National Treasurer from time to time. Special funding will only be made available if adequate provision has been made in the current national budget.
9.11.1 Each regional committee must operate a bank account for proper control of finances. This account will require at least two authorised signatories. All sums received shall be paid into the region's bank account.
9.12.1 Each regional committee shall supply GST returns every two months to the Association office.
9.13.1 Regions are to hold their annual general meeting by 31 August. Notice is to be given to members of the Region at least four weeks and not more than eight weeks prior to the date of the region annual general meeting.
9.13.2 The quorum for a region annual general meeting is ten percent of the region's members.
9.13.3 Each regional committee will maintain a written record of its meetings and of the region's annual general meeting. A copy of each set of minutes shall be forwarded to the Association office.
9.14 Annual report and review of accounts
9.14.1 Region accounts must be reviewed by the Association Treasurer annually. If the cash reserves of the region are over $25,000 the Association may require an audit by a member of the Institute of Chartered Accountants of New Zealand. The region will be responsible for organising and funding the review or audit.
9.14.2 Each region is required to submit to the Association Treasurer by the end of July each year the statement of accounts for the previous financial year and any supporting financial documentation as the Association Treasurer shall require. If an audit is required the audited statement of accounts should be presented to the Association Treasurer no later than the end of September. (see Code of Practice, Part 4, Financial guidelines)
9.14.3 Once the review or audit of the accounts is completed and approved, each regional committee shall forward a copy of its annual report and reviewed statement of accounts to its members and to the Association office no later than the end of September each year.
9.15.1 Map showing location of Association regions (see next page).
10. SPECIAL INTEREST GROUPS (SIGs) (See Rules 4 (iii) & 10 (i))
(See also Part 4: Financial Guidelines and Practices for Regions and Special Interest Groups (SIGs))
Note: The Financial Guidelines and Practices for Regions and Special Interest Groups (SIGs) is an integral part of the Code of Practice and forms Part 4 of this document.
10.1.1 SIGs may be formed whenever there are at least ten financial personal or institutional members with a shared interest.
10.1.2 A proposal to form a SIG should be forwarded to the National Council through the Business Development Manager. This should include the signatures of at least ten financial personal or institutional members; the name of the proposed convenor; a note of the aims and objects; and the proposed SIG name.
10.1.3 If any potential SIG does not meet some or all of the above criteria, representations supporting the formation of such a SIG may be made to the National Council through the Business Development Manager.
10.2.1 Members within a region may approach a national SIG with a view to forming a SIG regional sub-group. Regional sub-SIGs are the responsibility of the appropriate national SIG and report to and receive financial assistance, if appropriate, through that SIG. The national SIG is not required to provide financial support, but may do so if it wishes.
10.3.1 A common term of office for SIG committees is two years. While this should be the maximum, precedent exists for longer terms if appropriate. During the first year of office, each new committee should decide on its term of office and the location of the next committee. Change of committee should, if possible, take place at an appropriate time for other Association activities, e.g. Association AGM; Association financial year.
10.4.1 SIGs shall provide all members with an action plan and goals which should be updated and redistributed by each new Committee. The action plan and goals should include the process for relocation of the SIG at the end of its term. The SIG committee may choose to provide either a one year plan, or one that covers the full term of its office.
10.5.1 Identification of the SIG as part of the Association is mandatory and all SIG communications should include the Association letterhead and/or logo.
10.5.2 SIGs should communicate with their members on at least three separate occasions in each year. This may be done by any process, but SIGs must ensure that all members receive all communications. One of these communications is to be the action plan and goals (see 10.6); one is to be the notice of the SIG annual general meeting and associated documents (see 10.19); and there is to be at least one other.
10.5.3 SIGs with common or overlapping interests should ensure that they maintain contact, e.g. by exchanging newsletters, minutes, etc., and contact should also be maintained with the local region.
10.5.4 Following each National Council meeting, the Council member responsible for SIG liaison shall provide each SIG with a report on that meeting, and seek input from SIGs on any items they wish to raise in time for the next Council agenda.
10.6.1 SIG membership is open to members and non-members of the Association. Non-members of the Association may not form more than twenty percent of the total membership of a SIG.
10.6.2 The Association office will provide SIGs with a list of current members of the SIG three times a year. The first of these is to be distributed by the end of August each year.
10.6.3 SIGs must advise the Association office of the name, address, date of joining and library qualifications for all members who are not also members of the Association.
10.6.4 Qualified librarians who are not members of the Association may become members of SIGs for a maximum period of two years, after which time continued membership of the SIG will also require membership of the Association.
10.7.1 If at any time a SIG does not have at least ten members who are also financial members of the Association, then National Council may decide to disband the SIG or put it into recess.
10.7.2 A SIG may voluntarily go into recess or disband if it considers that there is no reason to continue its existence. National Council must be consulted prior to any decision to recess or disband. The decision to recess or disband must be approved by a two-thirds majority of those Association members of the SIG who vote on the matter at a general meeting or by postal ballot.
10.7.3 Any funds held by a SIG which goes into recess shall be held by the Association, in trust, until the SIG is reformed. If a SIG disbands any funds held will be returned to the Association.
10.8.1 Each SIG shall hold an annual general meeting. This meeting to be held no more than fifteen months after the last annual general meeting.
10.8.2 Notice is to be given to members of the SIG at least four weeks and not more than eight weeks prior to the date of the SIG annual general meeting and is to include a copy of the SIG annual report and the reviewed or audited statement of accounts.
10.8.3 The quorum for a SIG annual general meeting shall be set by the SIG but must include a higher number of Association members than non-members.
10.8.4 Each SIG Committee will maintain a written record of its meetings and of the SIG's annual general meeting. A copy of each set of minutes shall be forwarded to the Association office.
10.9.1 Each SIG shall have a Convenor or Chair. Liaison between the SIG and others, including National Council, will be through the Convenor or such other person as the SIG may nominate.
10.9.2 The affairs of each SIG shall be managed by a committee. The committee may regulate its own procedures, but those procedures must not conflict with any provisions of the Association Rules or the Code of Practice.
10.9.3 Election of the SIG committee will depend on the provisions of clause 10.5, but will be held to coincide with the SIG annual general meeting for that year.
10.10 Finance (See Rule 4 (iii))
10.10.1 The SIG financial year shall be the same as that of the Association (see Rule 15).
10.10.2 Each SIG shall include a Treasurer as a member of its committee. The SIG Treasurer will be responsible for the financial operation of the SIG and will carry out those responsibilities in accordance with the requirements of this Code of Practice especially the guidelines and procedures set out in Part 4: Financial Guidelines and Practices for Regions and Special Interest Groups (SIGs).
10.10.3 Requests by SIGs to the National Council for special funding must be made according to budget guidelines set by the National Treasurer from time to time. Special funding will only be made available if adequate provision has been made in the current national budget.
10.11.1 Each SIG must operate a bank account for proper control of finances. This account will require at least two authorised signatories. All sums received shall be paid into the SIG's bank account.
10.12.1 Each SIG committee shall supply GST returns every two months to the Association office.
10.13.1 Fees for membership of SIGs shall be set by National Council from time to time. Membership subscriptions for persons who are not members of the Association shall be significantly higher than for those who are members of the Association.
10.13.2 Fees for membership of SIGs, paid by the members of that SIG who are also members of the Association, shall be collected by the Association office at the same time as the Association's annual subscription. These shall be paid out to each SIG based on membership numbers as at November 30 each year. The Business Development Manager will distribute these to each SIG Convenor in early December each year provided that the audited accounts, or statement of accounts, of the SIG for the previous year have been submitted to National Council (See clause 10.34).
10.13.3 The collection of SIG fees from members of that SIG who are not members of the Association is the responsibility of the SIG concerned.
10.14 Annual report and review of accounts
10.14.1 SIG accounts must be reviewed annually by the Association Treasurer. If the cash reserves of the SIG are over $25,000 the Association may require an audit by a member of the Institute of Chartered Accountants of New Zealand. The SIG will be responsible for organising and funding the audit.
10.14.2 Each SIG is required to submit to the Association Treasurer by the end of July each year the statement of accounts for the previous financial year and any supporting financial documentation as the Association Treasurer shall require. If an audit is required the audited statement of accounts should be presented to the Association Treasurer no later than the end of September. (see Code of Practice, Part 4, Financial guidelines)
10.14.3 Once the review or audit of accounts is completed and approved, each SIG committee shall forward a copy of its annual report and reviewed statement of accounts to its members and to the Association office no later than the end of September each year.
11. CODE OF PROFESSIONAL CONDUCT
11.1 Librarians have a primary duty to their clients and to society:
(a) to assist in the collection, preservation and availability of recorded and transmitted knowledge and ideas.
(b) to facilitate the flow of information and ideas.
11.2 Librarians' actions and decisions should be based firmly on sound professional practice.
11.3 In the service of clients or in the selection of materials, librarians should not discriminate on any grounds whatsoever.
11.4 Any information about identified clients and their individual interests obtained by librarians in the course of their professional duties is privileged and should not be used for any purpose other than that for which it was obtained without the express permission of those clients or unless required by law. This obligation continues after the relationship ceases.
11.5 Librarians must endeavour to maintain the highest level of competence and have an obligation to keep abreast of new developments and applications in their particular areas of professional activity.
11.6 Librarians without first disclosing their interest should not profit from their positions save by normal remuneration nor should they have any financial interest in goods or services recommended or supplied without first disclosing that interest.
11.7 Librarians have an obligation to formulate policies on library service, to argue their adoption, and to carry them out to the best of their abilities.
11.8 The set of Principles Applying to Consultant Librarians (section 12) is complementary to the Code of Professional Conduct.
12. PRINCIPLES APPLYING TO CONSULTANT LIBRARIANS
Note: These principles are complementary to the Code of Professional Conduct (section 11) which applies to all librarians including consultants.
12.1 Consultants' prime responsibilities are to their clients. In all matters relating to a contract they shall act in their clients' interests, provided that these do not conflict with an overriding responsibility to the public interest.
12.2 Consultants should offer their services to prospective clients only in those areas in which they have actual competence, experience and standing.
12.3 Consultants should not accept assignments where they lack the skills and knowledge necessary to achieve the stated aims and objectives of that assignment.
12.4 Any business connection or interest, or religious, moral or other factor which may affect the consultant's ability to act impartially or complete an assignment should be made known to the client.
12.5 Before undertaking an assignment, consultants should ensure that all major aspects of the work involved have been discussed with the client and a written agreement drawn up.
12.6 Consultants should contract out work only with the agreement of the client. Subcontractors should be bound by the same terms and conditions of the contract as the consultants themselves.
12.7 Consultants should not disclose or use for other purposes any information or material of a confidential nature that has been made available to them in the course of their duties without the prior consent of their client unless required by law to do so. This duty to the client continues after the relationship of consultant and client ceases.
12.8 Consultants should not solicit considerations of any kind in connection with the supply of goods and services to a client.
12.9 Consultants should not offer inducements to a third party in an attempt to secure business.
12.10 Consultants should not accept an assignment with a client while another library consultant is serving that client unless they are assured and satisfied that there will be no conflict between the two assignments.
12.11 Consultants should not undertake any parallel assignments where these are likely to conflict with the assignment in hand.
12.12 Consultants should not attempt to recruit staff members from a client without the client's permission.
12.13 Consultants should not set out to injure the professional reputation of another librarian.
12.14 Those people working in libraries who accept outside consultancy work should not do so without due regard for the interests of their primary employer.
12.15 Consultants should not be liable for any outcome which is prejudiced by the lack of information where for overriding reasons clients choose to withhold relevant information.
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