PROGRAMME AND PROCEEDINGS
IN THIS DOCUMENT:
Convening Notice of the IFLA Council Meeting
Monday 23rd and Friday 27th August 2004
To: Voting Members of IFLA
This Convening Notice has been sent to all voting Members together with the Voting Card. It should be forwarded to your voting delegate who will attend the IFLA Council to be held held in Buenos Aires, on Monday 23rd August and Friday 27th August, 2004.
The Council will meet at the Colon Theatre, Buenos Aires, Argentina on Monday, 23rd August 11.00-12.30 and the Hilton Convention Centre, Buenos Aires on Friday, 27th August 16.00-18.00.
Monday: 23rd August 2004
11.00 at the Colon Theatre
- Opening by the President, Kay Raseroka
- Communication by the Buenos Aires Organizing Committee
- Appointment of Tellers
- Establishment of a Quorum
- Adoption of the Agenda
- Minutes of the previous meeting, held in Berlin on 3rd and 8th August, 2003
- Feedback on the motions and resolutions passed at the last meeting
- Report by the Secretary General on the postal ballot on the Governing Board's proposals to revise the provisions for association membership.
- Proposed amendment to the Statutes to establish a membership category for Other Associations to be proposed by the Treasurer.
(Note: This item will depend on the result of the postal ballot).
- Proposals for membership fees in all categories for 2005, proposed by the Treasurer
- Presentation of the Annual Report by the Secretary General
- Presentation of the Annual Accounts by the Treasurer.
- In memoriam of those members who have died during the past year
- Adjournment: the President will adjourn the meeting until Friday 27th August
Adjournment of Council.
27th August 2004
Friday, August 27th 2004
16.00 at the Hilton Convention Centre
- Opening by the President, Kay Raseroka.
- Motions and Resolutions (see notes below)
- Closure of the Council meeting by the President.
- Voting will take place at Council I on agenda items 9, the proposed amendment to the Statutes to establish a new membership category for Other Associations and 10, the proposed membership fees for 2005.
- Voting may also take place during Council II on any motions and resolutions submitted during the course of the congress.
- Voting delegates should take their seats in the designated area in the front of the hall.
- QUORUM: Please note that there will be a different method of calculating the quorum this year which we hope will speed up the process. If you are representing a National Association Member there will be a white voting slip marked "quorum" in your pack. Please deposit your white slip in one of the trays marked "quorum" at the front of the hall before taking your seat. The tellers can then count these slips while the preliminary agenda items are being dealt with.
- Voting Papers: Voting delegates can obtain the necessary voting papers at the IFLA Voting Office located in the Secretariat offices in the Hilton Convention Centre. Voting papers will be distributed only to those delegates who are in possession of the IFLA Voting Card 2004, duly signed by the appropriate authority. The IFLA Voting Card is enclosed with these documents if your membership fees for 2004 have been paid. The Voting Office will be open in the Secretariat on Saturday 21st and Sunday 22nd August, 09.00-18.00, and on Friday 27th August from 09.00-13.45. The voting booth will also be open in the Colon Theatre, site of the Opening Session and Council I, on Monday 23rd August, 08.30-10.30. Please collect your voting papers as early as possible. Please do not leave it until the last minute!
- If you have not paid your 2004 membership fees at the time of distribution of this convening notice, your voting card will be sent to you when you have paid. If your payment is received after 1st July 2004, you will need to confirm your payment at the Voting Office in Buenos Aires.
- Representation: the relevant articles of the IFLA Statutes and Rules of Procedure are as follows:
Article 15.1.1 Each Member is entitled to be represented at Council by one or more representatives. One such person shall be designated by the Member to exercise the right to vote.
Article 15.8.1 Each Member may be represented at a Council Meeting by another Member. Such Member may exercise proxy votes on behalf of the Members they are representing. To obtain voting papers, representatives, or proxies of qualified Members should call at the Voting Office during the hours set out in note 5 above, with the IFLA Voting Card of the member concerned. The IFLA Voting Card should carry the name of the representative or proxy, and the signature of the competent authority of the Member concerned.
- The deadline for submitting motions and resolutions to the Secretary General is Thursday 26th August, 12.00.
- They may be handed in to the Secretariat offices. Please make sure that the text is legible and signed by both the proposer, and seconder in the case of a general resolution.
- Motions: a Motion is a proposal that the Council take certain action or that it express itself as holding certain views. A motion must be seconded. A motion may be made from the floor in a Council meeting, but must, at the same time, be handed over in writing to the Chair. A motion may be proposed and seconded by: Authorised representatives of Members, IFLA Officers [Members of the Governing Board, Directors and Officers of Core Activities, Chairs and Secretaries of Divisions, and Chairs and Secretaries of Sections].
- Resolutions: two types of Resolutions are recognised: general resolutions and professional resolutions.
- A general resolution is defined as a written statement aiming at a decision (be it resolved thatů"). Such resolutions can be made by authorised representatives of Members and IFLA Officers (see definition in Note 7 above) only.
- A professional resolution is defined as a written statement indicating an intention or a position which needs further clarification by one of IFLA's professional steering bodies before any follow-up can be expected. A professional resolution needs no seconder and can take any form. No discussion normally follows acceptance of a professional resolution, although clarification can be sought and provided at the discretion of the Chair. A professional resolution may be submitted by authorised representatives of Members, or persons acting on behalf of the Core Activities, Divisions, and Sections.