Amended by CILIP Council, December 2003
Preamble and Interpretation
1. The Branch shall be known as the…………………..……………………… Branch of CILIP: The Chartered Institute of Library & Information Professionals
2. The affairs, procedures and governance of the Branch shall be regulated by the Charter, Bye-laws and Regulations of CILIP which shall apply to the Branch so far as they are applicable, and by these Rules, as approved by the Council of CILIP.
3. These rules may be amended only by decision of a general meeting of the Branch. No amendment shall be adopted unless it has been approved by two-thirds of the members voting in person or by postal ballot. No amendment shall take effect until it has been approved by the Council of CILIP; Council’s provisional approval may be sought in advance of the Branch general meeting at which the amendment is to be proposed.
4. The geographical boundaries of the region within the scope of the Branch shall be as determined from time to time by the Council of CILIP. Any question on the definition of boundaries shall be determined by CILIP Council, whose decision shall be final.
Object
5. The object of the Branch is to further the aims of CILIP within its defined region. Aims and objectives are as set out in Appendix A to these Rules.
Activities
6.1 The Branch shall undertake the core roles and activities for branches as prescribed from time to time by CILIP Council set out in Appendix A to these Rules.
6.2 The Branch committee shall use its best endeavours to ensure that Branch activities are accessible to and representative of the interests of as broad a range as possible of the Branch membership.
6.3 The Branch shall not take any action, other than by recommendation to Council, which adversely affects other branches, the general conduct of the Institute or the external relations of the Institute. Any action that the Branch does take must have regard to the public statements made by CILIP and published on its website or by other means.
6.4 The funds and facilities of the Branch shall not be employed to promote the candidature of any candidate for election to office of the Institute or any other professional association; but this shall not prevent the provision of factual information on a non-discriminatory basis.
Members
7.1 All members of CILIP whose residential address (as registered with the Institute) is within the defined region shall be members of the Branch, save where the member has elected to become a member of the Branch serving the region where he or she works and has notified the Institute accordingly; and
7.2 All members of CILIP whose business address is within the region and who have elected to join the Branch, pursuant to clause 7.1; and
7.3 Any member of a branch who retires from employment to an address away from the Branch and who chooses to remain in membership of the Branch.
7.4 No member shall be a member of more than one Branch.
7.5 Supporting and institutional members of CILIP whose address (as registered with the Institute) is within the defined region may appoint a personal representative to be a member of the Branch. A personal representative is entitled to be placed on the mailing list of the Branch and to participate in its meetings and events, but may not vote in Branch proceedings nor stand for election to the Branch committee.
Corresponding Members
8. Any member of the Institute may become a corresponding member of any Branch of which they are not a member upon notification in writing to the Secretary of the Branch and on payment of any additional subscription determined by CILIP. A corresponding member is entitled to be placed on the mailing list of the Branch and to participate in its meetings and events, but may not vote in Branch proceedings nor stand for election to the Branch committee.
General Meetings
9. The annual general meeting of the Branch shall be held each year at such place and such time as the Committee may determine, provided that no more than 16 months shall elapse between such meetings.
10. All general meetings other than the Annual General Meeting shall be called Special General Meetings.
11. No business shall be transacted at any general meeting unless a quorum is present. Unless increased by the Branch in a general meeting, ten members present in person (but excluding the elected officers) shall constitute a quorum for an annual general meeting and 25 members present in person shall constitute a quorum for a special general meeting.
12. If within half an hour from the time appointed for the holding of a general meeting a quorum is not present the meeting, if convened on the requisition of members, shall be dissolved. In any other case it shall stand adjourned to a date, time and place to be determined by the chair of the meeting and notified to members and if, at such adjourned meeting, a quorum is not present with half an hour from the time appointed for holding the meeting the members present shall be a quorum.
13. All business that is transacted at general meetings shall be deemed special business with the exception of the ordinary business of the Annual General Meeting specified in clause 19.
14. The chair of a general meeting shall conduct its business as far as possible in accordance with the rules of procedure set out in Appendix B.
Annual General Meeting
15. Notice of the annual general meeting shall be given to all members of the Branch not less than 35 clear days before the date of the meeting.
16. The notice shall specify the place, the day and the hour of the meeting, the business to be transacted and that attendance at Branch AGMs will be free of charge. General provisions about notices are given in paragraphs 59 and 60.
17. A statement shall appear on the notice that, if a member wishes to put a motion to the meeting, notice of the motion shall be made in writing, signed by the member, and shall be served on the Branch Secretary not less than twenty-one clear days before the date of the meeting.
18. Notice of further business proposed by members shall be given to all members of the Branch not less than fourteen clear days before the meeting. All such further business shall be deemed special business.
19. The ordinary business of the AGM shall be to:
a) Receive and consider the annual report of the Branch committee which shall include reports from any sub-branches
b) Receive and consider the Branch accounts and the report thereon by the independent examiners
c) Appoint independent examiners for the ensuing year
d) Receive the result of the election of members to the Branch committee
e) Receive the annual report of the Branch councillor which may be included in the annual report of the Branch Committee
The minutes of the preceding AGM, containing a transcript of all resolutions passed, shall be read at or submitted to the AGM.
20. The accounts and reports shall be distributed to all members of the Branch before the date of the AGM in the Branch newsletter, on the Branch website or otherwise.
Special General Meetings
21. The Branch committee may whenever it thinks fit convene a special general meeting of the Branch.
22. Notice of the place, the day and the hour of a special general meeting and of the business to be transacted shall be given to all members of the Branch not less than 21 clear days before the date fixed for the meeting.
23. The Branch committee shall also convene a special general meeting on the requisition of 25 members of the Branch as at the date of the signing of the requisition.. A special general meeting shall be held not later than 10 weeks after receipt of a members’ requisition.
24. A requisition must state the objects of the meeting, and must be signed by the members making the requisition and served on the Branch secretary, and may consist of several documents in like form each signed by one or more of the members making the requisition.
25. If the Branch committee does not issue notice of a special general meeting within seven weeks of the receipt of a requisition, the members making the requisition may require the Secretary of CILIP to convene a special general meeting of the Branch.
Votes of Members
26. The persons entitled to vote at general meetings of the Branch are the corporate members of the branch whose subscriptions are not in arrears on 30th April in the year in which the meeting takes place. Votes may not be given by proxy.
27. At every general meeting a resolution put to the vote of the meeting shall be decided on a show of hands or by secret ballot as appropriate. In the case of an equality of votes, the Chair of the meeting may exercise a second or casting vote.
28. Unless a postal ballot be demanded, a declaration by the Chair of the meeting that a resolution has been carried or carried by a particular majority or lost shall be conclusive, and an entry to that effect in the minutes of the proceedings of the meeting shall be sufficient evidence of the fact so declared.
Postal Ballots
29. On a motion of special business, upon or before the declaration of the result of the show of hands, a postal ballot may be demanded by the Chair or by at least one quarter of the members present
and entitled to vote. Notwithstanding a demand for a postal ballot on any motion, the meeting may continue for the transaction of any other business in respect of which a ballot has not been demanded.
30. If a postal ballot is demanded, the meeting shall forthwith appoint three persons, who need not be members, to act as scrutineers. The Chair shall reduce the resolutions or amendments into the form of alternative propositions so as best to take the sense of the members on the substantial question or questions at issue. The wording of the resolution to appear on the postal ballot paper shall be decided and agreed by the members present in person and entitled to vote at the meeting. Voting papers setting forth these propositions shall be issued within 14 days after the meeting and shall be returnable so as to be receivable within 21 days after the meeting. The scrutineers shall meet not less than 21 days nor more than 28 days after the meeting and shall draw up a report of the result of the voting, stating what voting papers have been rejected for non-observance of the notes and directions thereon or disqualified by reason of the voter being in arrears or otherwise ineligible to vote. The report of the scrutineers shall be conclusive as to the result of the voting. In the event of a tie on a postal ballot conducted under this clause, the resolution shall be declared not carried. The result of the postal ballot shall be deemed the resolution of the general meeting at which the ballot was demanded and the result shall take effect from the date of the scrutineers’ report.
31. In addition to the right to demand a postal ballot at a general meeting, any member of the Branch eligible to vote is entitled to vote by postal ballot on the election of Branch officers and members of the Branch committee (Appendix C).
32. The Branch committee, at its discretion, may decide to hold a postal ballot on any motion to be put to a special general meeting. In this event, the notice of the meeting shall include a statement of entitlement to vote and ballot papers shall be circulated with the notice of the meeting. The notice shall specify that ballot papers must be returned to the Secretary not later than 48 hours before the time of the meeting.
33. A member whose postal vote has been counted will not be permitted to vote in person at the meeting on the motion for which his/her postal vote has been cast.
34. A postal ballot may be conducted by electronic means in accordance with any guidance on electronic voting as may be issued by CILIP.
Branch Committee
35 The affairs of the Branch shall be governed by a committee comprising:
a) The elected officers of the Branch
b) A number of corporate members determined by a general meeting of the Branch but not exceeding 12 and elected in accordance with the procedures set out in Appendix C. Corporate members are defined in the CILIP Bye-laws as Chartered Fellows, Honorary Fellows, Chartered Members and Associates.
c) One affiliate member elected in accordance with the procedures set out in Appendix C.
d) The immediate past chair (if any)
36. The committee may co-opt up to four members, who shall hold office until the next following Annual General Meeting. Reasons for co-option should be recorded in committee minutes.
37.1 The committee may invite a representative of each CILIP Special Interest Group active in the region to attend committee meetings from time to time.
37.2 The committee may invite observers from those sub-branches not represented on committee and up to four others to attend its meetings. Observers shall be appointed by the committee for not more than one year, after which their attendance shall be reviewed. Observers shall not be eligible to vote on the business of the Branch committee. Any member of the Branch may attend a meeting of the Branch Committee as a casual observer.
37.3 The CILIP staff liaison officer shall normally attend meetings of the Branch committee as an additional observer and receive all relevant papers.
38. The CILIP Branch Councillor elected in accordance with the CILIP Bye-laws shall be an ex-officio member of the Branch committee and shall make a report to every meeting of the Branch committee.
39. On the death, resignation or termination of office of an elected member, the Branch committee may fill the vacant place for the remainder of the term.
40. A member absent without reason from three consecutive meetings of the committee may have his/her membership of the committee terminated by resolution of the Branch committee. The office of a Branch committee member shall also be terminated in accordance with the CILIP Bye-laws.
Proceedings of the Branch Committee
41. Voting at meetings of the Branch committee shall be by show of hands or by secret ballot as appropriate and, in the case of an equality of votes, the Chair may exercise a second or casting vote. Electronic meetings cannot incorporate voting until any guidance on electronic voting is issued by CILIP.
42. The committee shall meet not less than four times between each Annual General Meeting and at least two of these meetings shall not be conducted by electronic means. The Chair or Secretary shall convene a meeting whenever required to do so by one-third of the members of the committee and at other times at their discretion.
43. The quorum for meetings of the committee shall be six members of the committee including officers present in person or by electronic means for meetings conducted in that manner.
44. The committee may transact business by electronic means and any resolution shall be deemed to be the resolution of the committee and recorded as such in the minutes of the meeting. The committee will comply with any guidance on electronic meetings and voting as may be issued by CILIP.
45. The committee shall not have power to borrow or raise money, nor to purchase or lease any real property, nor to enter into any operating lease or any other financial commitment in excess of its annual capitation or reserves, whichever is the higher, without the prior approval of CILIP council.
Officers
46. The elected officers of the Branch shall be:
Chair
Vice Chair
Honorary Secretary
Honorary Treasurer
47. From amongst its members, the Branch committee shall appoint the following posts:
Editor
One representative and deputy representative for each Sub-Branch within the Branch
One representative to each working party set up by the committee
48. From amongst its members, the Branch committee may appoint the following posts:
Equal Opportunities Officer
ICT Development Officer
Events Co-ordinator
International Relations Officer
Membership & Marketing Officer
Learning Co-ordinator
Web Manager
And such other posts as it thinks fit.
Election of Officers and Members of the Branch Committee
49. The election of officers and other members of the branch committee shall be conducted in accordance with the regulations set out at Appendix C.
50.1 A retiring elected officer shall be eligible for re-election to the same post provided that an elected officer who has held elected office for five consecutive years will not be eligible for re-election to the same post until the annual election in the following year.
50.2 A retiring member of the branch committee shall be eligible for re-election provided that a member who has been a member of the branch committee for ten consecutive years will not be eligible for re-election until the annual election in the following year. Any period of office as an elected officer or ex-officio member of the branch committee will count towards the maximum continuous ten year period.
Sub-Branches
51.1 The Branch committee may establish one or more sub-branches to deal with matters within its responsibilities and to facilitate provision of services to members on a geographic basis. The Branch committee shall determine the boundaries of a geographic sub-branch, which shall not necessarily conform to those of any local government boundaries. The Branch committee shall set the terms of reference for all sub-branches.
51.2 The Branch committee may, at its discretion, dissolve a sub-Branch in which case all monies standing to the credit of the sub-Branch after all liabilities have been met shall be returned to the Honorary Treasurer of the Branch. The Branch shall, however, give at least twelve months notice of the intention to dissolve a sub-Branch.
52. The affairs, procedures and governance of any sub-branch shall be regulated by the Branch rules, things being changed that have to be changed and by the Charter, Bye-laws and Regulations of CILIP. The Branch committee may lay down provisions for the conduct of other areas of the business of sub-branches as it sees fit.
53. The Branch committee shall appoint a representative and deputy representative to each sub-branch committee to maintain liaison with the sub-branches. The representative or deputy representative will normally attend sub-branch committee meetings. The Chair of the Branch Committee shall be a member of each sub-branch ex officio.
Working Parties
54.1 The Branch committee may establish working parties to deal with a specific task within the responsibilities of the Branch and set their terms of reference. A working party shall not be appointed for a period in excess of 12 months, nor remain in existence for more than 12 without review by the Branch committee and shall report back to the Branch committee.
54.2 The Branch shall appoint a representative to each working party to maintain liaison. The Chair of the Branch Committee shall be a member of each Working Party ex officio.
Accounts
55. The Honorary Treasurer of the Branch shall be responsible for the receipt of all moneys due to the Branch and shall make such payments as the Branch committee shall direct and shall maintain accounts of all receipts, payments, assets and liabilities of the Branch. In discharging his/her duties, the Honorary Treasurer shall adhere to the requirements of the Bye-laws of CILIP and shall abide by such guidance as CILIP issues with regard to the keeping of accounts.
56. The annual accounts shall be prepared on a calendar year basis. Two independent examiners shall inspect the annual accounts of the Branch and, if thought fit, shall sign a certificate in the form specified by CILIP.
57. The independent examiners shall be appointed at the annual general meeting of the Branch. They shall not be members of the Branch committee and need not be members of the Branch.
Secretary
58. The Secretary of the Branch shall maintain a record of all proceedings and shall be responsible for preparing reports, issuing notices, conducting correspondence, giving notices of impending elections, circulating ballot papers in accordance with the election regulations in Appendix C, and the safekeeping of ballot papers. The Secretary shall forward to the Secretary of CILIP any reports and records required under the Byelaws of CILIP and shall submit regularly to CILIP copies of the minutes of the Branch committee meetings and general meetings of the Branch.
Notices
59.1 All notices required by these Rules may be given:
a) In person; or
b) By an announcement in either CILIP Update/Gazette or in the Branch newsletter; or
c) By an announcement on CILIP’s or the Branch’s website; or
d) By electronic communication; or
e) By postal communication.
59.2 In the case of postal communication, a notice shall have been deemed to have been served on the member on the third day after the day it is posted if sent by first class post and on the fifth day after posting if sent by second class post.
60. The accidental omission to give notice to or the non-receipt of notice by any member of the Branch shall not invalidate any resolution passed nor the proceedings at any meeting.
Transitional Provisions
61.1 Branch Councillors should propose motions for adoption of these Rules at the next AGM of each Branch, for the Rules to be adopted to take effect from 1 January 2004.
61.2 Any term of office undertaken before the formal introduction of these Rules not later than 1st April 2004 shall not count towards the maximum terms of office set in these Rules.
61.3 At the first meeting of the Branch committee after 1st April 2004, the elected members of the committee shall draw lots to determine which members are to retire after one year’s, two years’ and three years’ service. Members so retiring will be eligible to stand for re-election.
61.4 The Branch committee may apply to Council for agreement to co-opt into membership of the Branch any former member of the Branch whose membership has been terminated as a result of boundary changes. This will apply for two years from the date of the boundary changes.
61.5 Existing Branches or sub-branches which will be within the boundaries of new Branches will automatically become a sub-branch of the new Branch until at least twelve months after adoption of these Rules by CILIP Council. Committees in office at 31 March 2003 will remain in office until such time as the new Branches have established policies for sub-branch organisation and their Rules. Sub-branch organisations and their Rules will be established by resolution at the Branch AGM or SGM.
Appendix A: Roles and Responsibilities of CILIP Branches
Appendix B: Rules of Procedure for General and Committee Meetings of the Branch
Appendix C: Regulations for the Conduct of Branch Elections
Updated: 17 August 2004