Constitution

Assam Library Association*অসম পুথিভঁৰাল সঙ্ঘ Badan Barman
Assam Library Association
Constitution
(As amended up to August, 2004)
1. Name
The name of the Association shall be the Assam Library Association (Asom Puthibharal Sangha) referred to hereinafter as the Association. Its headquarter shall be at Guwahati.
2. Aims and Objectives
The aims and objectives of the Association shall be
i) to promote library movement in the State of Assam and for that purpose to organize and to do public relation work;
ii) to hold meetings, conferences, seminars and to organize book festivals and book exhibitions for the development and propagation of ideas on Library Science and Library Service;
iii) to promote the formation of district, sub-divisional and other local Library Associations and to affiliate them to itself;
iv) to promote the establishment of libraries in the urban and rural areas of the State;
v) to give advice and assistance-technical or financial to all interested in the establishment and development of libraries and extension of library service;
vi) to encourage and help better utilization of the existing library facilities;
vii) to work for the promotion of legislation conducive to or necessary for the establishment, development, maintenance, regulation and management of the public library system and of the other library systems in the States;
viii) to promote library science education and conduct training courses at the semi-professional level (Certificate in Library Science).
ix) to promote publication of bibliographical tools;
xi) to raise and accept grants, subsidies, gifts and endowments etc for the furtherance of the aims and objectives of the Association;
xii) to acquire, by purchase, lease or otherwise, all kinds of property, movable and immovable, and to construct and maintain buildings thereon for the purposes 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;
xiii) to borrow and raise money as deemed fit and to invest the money of the Association, not immediately required, in such manner as may from time to time be determined by the Executive Committee of the Association.
xiv) to collect funds for the Association by way of membership fees, donations, contribution etc.
xv) to enter into any arrangement with Government, local or other authorities and bodies which may seem conducive to the furtherance of all or any of the aims and objectives of the Association and to obtain from such sources any rights, privileges, assistance and concessions which may be deemed fit or desirable by the Association; and
xvi) to do all such other things as are incidental or conducive to the attainment of the above mentioned aims and objectives.
3. Membership
a) Any person or institution, who subscribes to the aims and objectives of the Association and fulfils other prescribed conditions is eligible for membership of the Association.
b) The following shall be the six classes of membership and their respective subscription
Classes
Subscription
i) Ordinary Member
Rs. 25/- per annum (Financial Year)
ii) Institutional / Association Member
Rs. 200/- per annum (Financial Year)
iii) Life Member
A lump sum of Rs. 1000/-
iv) Donor
A lump sum of Rs. 5,000/-
v) Patron
A lump sum of Rs. 10,000/- or an endowment of not less than Rs. 50,000/- to a library or to a School of Library Science approved for this purpose by the Executive Committee of the Association or rendering of outstanding service to library cause approved for this purpose by the Executive Committee of the Association
vi) Honorary Member
Any person, who has rendered distinguished service in promoting the aims and objectives of the Association or who has made a distinguished contribution in fields of library science and library profession, may be elected an honorary member of the Association by its General Body Meeting on the recommendation of the Executive Committee of the Association
c) A person, institution or association, except a Donor, a Patron or an honorary member, shall apply in writing to the General Secretary of the Association for enrolling himself as its member. Admission shall be made by the Executive committee of the Association. A separate register will be maintained for each class of members.
d) The name of a member under sub-clause (i), and (ii), of clause (b) of section 3 who fails to pay his subscription for two consecutive years will be struck off from the Register of Membership.
e) Save as otherwise provided in this clause all members of the Association, shall have the following privileges
i) Presence, participation and voting at all general meetings;
ii) Eligibility for election to any office of the Association; and
iii) gratis supply of a Copy of each issue of any periodical which may be published as its organ; provided that privileges of an Institutional Member or Library Association Member shall be exercised through its duly accredited representative.
f) The privileges of membership shall not commence until the subscription is paid as required under clause (b) of section 3. An office-bearer shall cease to be an office-bearer if his subscription is not paid by due date. He can resume the privileges of holding an office if the subscription is paid within 15 days after the due date.
g) Members paying annual subscription will not be entitled to the privileges of presence and voting at a General Body Meeting and eligibility for election to any office in the Association until the annual subscription for the year is paid at least two weeks before the said meeting or election.
4. Office-Bearers
a) There will be following office-bearers of the Association:
i) One President
ii) One Working President
iii) Two Vice-Presidents
iv) One General Secretary
v) Two Joint Secretary
vi) One Office Secretary
vii) One Treasurer
b) All office bearers shall be elected by the General Body from among the members by ballot or by the process the general body decides in the meeting except the President. The executive committee will prepare a list of at least four personalities of repute in order of preference for the President-ship of the association for one term and on receipt of consent of one individual, the same will be placed in the General Body meeting for approval.
c) The tenure of office of the office-bearers and the Executive Committee will ordinarily be two years or till the Ordinary General Body Meeting every alternate year or till the new office-bearers and the Executive Committee assume office, provided that any interim vacancy of the office-bearers of the Executive Committee may be filled up by the Executive Committee. Provided further that no act or proceeding of the General Body and the Executive Committee shall be invalidity of election, selection or nomination of the members or the office-bearers.
d) The powers and duties of the President shall be
i) to preside over all meetings of the General Body, the Executive Committee and Annual and other periodical conferences of the Association;
ii) to perform all such functions as are warranted by the constitution and the bye-laws framed there under;
iii) to act as Liaison Officer between the Association on the one hand and the Government, National and International Associations etc on the other hand;
iv) to take such actions as may be necessary to ensure due effect being given to the policy enunciated by the General Body and the Executive Committee; and
v) to have general control over the affairs of the Association
e) The Working President or the Vice President (1 and then 2) shall act in place of the President during his absence or on such occasions as may be determined by the President.
f) Subject to the direction of the Executive Committee, the powers and duties of the General Secretary shall be as follows:
i) to administer the business of the Association;
ii) to attend the meeting of all the bodies and committees of the Association, and to maintain the minutes of their proceedings.
iii) to prepare the annual report on the working of the Association for the consideration by the Executive Committee and the General Body.
g) Subject to the direction of the President, the powers and duties of the Joint Secretary shall be as follows:
i) To assist the General Secretary in the discharge of his duties are all occasions; and
ii) To act as the General Secretary in the absence of the latter;
h) Subject to the direction of the President, the Office Secretary shall be in charge of the records of the Association and shall perform all such other functions as may be assigned by the President.
i) Subject to the direction of the Executive Committee, the powers and duties of the Treasurer shall be as follows:
i) To receive all moneys on behalf of the Association and to issue properly signed receipts for the same
ii) To make payments 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 budget for the consideration of the Executive Committee and the General Body.
5. The Executive Committee
a) There shall be an Executive Committee, which shall consist of the following:
i) The President
ii) The Working President
iii) Two Vice-President
iv) The General Secretary
v) Two Joint Secretary
vi) The Office Secretary
vii) The Treasurer and
viii) Sixteen members from the following categories elected by the General Body:-
            A) Public Libraries                                                                  3
            B) College Libraries                                                                3
            C) School Libraries                                                                 3
            D) University Libraries                                                           2
            E) Library Science Schools/ Departments                              1
            F) Special and Technical Libraries                                          2
            G) Rural Libraries                                                                   2
            Provided that at least eleven persons shall be those who ordinarily reside at the headquarters of the Association.
b) The meeting of the Executive Committee may be held at least once in three months on the initiative of the President or General Secretary or on the requisition of at least one third of the total membership of the Executive Committee, provide that the Executive Committee may also be transact business by circulation.
c) The quorum of the Executive Committee shall be eleven.
d) The Executive Committee shall have the power.
            i) To administer the fund of the Association;
            ii) To frame rules and bye-laws consistent with the constitution;
            iii) To appoint sub- committee of which non members may also be co opted;
            iv) To takes such others measures which may be entrusted to it by the general body from time to time; and
            v) To manage the affairs of the Association subject to the control of the General body.
6. General Body
a) The General Body shall consist of all classes of members of the Association; provided that the Institutional and Library Association Members shall be represented by their duly nominated/elected representative.
b) The General Body shall meet at least one a year for the consideration of the annual reports and the Audited Accounts in relation to the previous year and this meeting shall be called the Annual General Meeting; provided that at every alternate Annual General Meeting the election of the office bearer shall be held.
c) An extra ordinary meeting of the General Body may be called either at the initiative of the Executive Committee or on the requisition of at least ten percent of the total membership of the General Body specifying the subject matter to be considered. Such a meeting shall be called within one month of the receipt of the requisition.
d)  The General Body shall be the supreme body of the Association in respect of all the affairs of the Association.
e) The General Body shall give final approval to the Annual Budget of the Association in its Annual General Meeting.
7. Finance
a) The funds of the Association shall be under the direct charge of the Treasurer who shall receive all the moneys on behalf of the Association and issue proper receipts and remit all the money to the State Bank of India as early as possible, but not later than a week of the receipt of the money;
b) All the bills on behalf of the Association shall be paid by the Treasurer after these have been passed for payment by the President, subject to the final approval of the Executive Committee and proper receipt shall be obtained for each payment. A proper account of all receipt and disbursements shall be maintained by the Treasurer which shall be countersigned by the President.
c) The bank account of the Association shall be opened in the State Bank of India at the headquarters of the Association in the name of the Association
d) The account shall be operated by the President or General Secretary and the Treasurer jointly.
e) The Treasurer shall have imprest money not exceeding Rs.500/-; provided that with the special permission of the Executive Committee, he may keep in hand an amount not exceeding Rs.1000/- for a period to be determined by the Executive Committee.
f) It shall be competent for the General Secretary to incur expenditure not exceeding Rs. 500/- within budget provision after obtaining previous sanction of the President; provided that such expenditure shall be duly reported to the next meeting of the Executive Committee.
g) The annual budget of the ensuring year of the Association prepared by the Treasurer shall be submitted to the Executive Committee not later than 15th December of every year. After the budget has been passed by the Executive Committee, it shall be placed before the General Body for the final approval.
8. Voting
Each member present in a meeting shall be entitled to exercise not more than one vote even thought he attends the meeting, the issue shall be decided either by the casting vote of the chairman of the meeting or by drawing lots.
9. Amendment of the Constitution
The constitution shall be added to, revised, replace or amended by a two-thirds majority of the total members of the Association and who are present and voting at the meeting of the General Body for the purpose; provided that at least one month’s notice has been given to the members about the proposed amendments.
10. Dissolution of the Association
a) The association shall not be dissolved unless the dissolution is decided upon by a resolution passed at the meeting of the General Body of the Association convened for the propose by a majority of the total members of the Association and who are present and voting at the meeting; provided that at least one months’ notice has been given to the members about the proposed dissolution.
b) In case of dissolution of the Association if there shall remain, after the satisfaction of all debts and liabilities, any property, whatsoever, it shall be given or transferred to some other institution or institutions having objects similar to those of the Association and not running for profit.
11. Year
The year of the Association will be the financial year i.e. from 1st April to 31st March.
(Accepted in the General Body Meeting held on 12th August, 2004 at the Faculty House, Gauhati University, Guwahati with Dr. Narendra Lahkar, Working President, ALA in the chair)
By-Law
Under Section 2 and Clause III of the Constitution of ALA
1. For smooth organizational activities Assam is divided into Ten Zones. There will be One Zonal Secretary for each Zone, who will be the Special Invitee of the Executive Committee of ALA. The responsibilities of all the organizational activities of the Zones are vested upon the respective Zonal Secretary. The Zonal Secretary will organize and constitute Local Professional Body of the Association.
2. ALA will affiliate the Local Professional Bodies with the following terms and conditions.
A. The Local Professional Body shall have not less than 20 members.
B. The structure of the Executive Committee of the Local Body will be as follows.
i) One President
ii) One Vice President
iii) One General Secretary
iv) Two Joint Secretary
v) One Treasurer
vi) One Office Secretary
vii) Eleven Executive Members
C. Membership
i) Membership, its classes and subscription will be as per the Constitution of ALA Section 3 except the sub clause vi under clause b.
ii) The Local Body has to submit the list of members every year by the month of July with the membership fees Rs. 10/- (rupees Ten only) per member.
iii) In case of life members, the membership fees of Rs. 500/- (Rupees Five Hundred) per member have to deposit to the Fixed Deposit Account of ALA (Opened for the purpose). The 75% of the interest earned from the total life membership fees of the Local Body will be give to the respective Local Body every year and remaining 25% will be deposited to the SB Account of ALA.
D. All the members of the Local Body should abide by the Constitution of ALA. All activities of the Local Body have to be at par the Constitution of ALA.
E. All the activities of Local Bodies will collectively be counted as the Activities of ALA.
F. As per the direction of ALA any Office Bearer of the Central Executive Committee of ALA can inspect the register of the members of Local Body and also can inspect the accounts of Income and Expenditure and Audited Report of the Local Body.
3. Interested person can directly subscribe the life membership to the Central Body of ALA.
(Accepted in the General Body Meeting held on 12th August, 2004 at the Faculty House, Gauhati University, Guwahati with Dr. Narendra Lahkar, Working President, ALA in the chair)