Minutes of the 1998 extraordinary general meeting

Tuesday, 27 October 1998, Adelaide Convention Centre, Adelaide

1. Notice of Convening Meeting
The meeting opened at 5:40pm on 27 October 1998. A quorum of members was present. Notice of convening meeting was given by the President in accordance with the Association's constitution. The President, John Shipp, welcomed everyone to the meeting. Mr Tony Ralli had been appointed as Parliamentarian for the EGM. The President introduced ALIA General Councillors and Branch Presidents present at the meeting. He acknowledged the work of Mr Gordon Bower and requested the meeting to show its appreciation for Mr Bower's efforts as ACLIS Executive Officer.

2. Apologies
Apologies were received from Mrs Linda Mulheron (NSW) and Mrs Taisoo Kim Watson (QLD).

3. Charter of Renewal
Before moving to discussion of the Charter of Renewal the President provided a background report to the processes involved in the move to a new peak organisation. He explained initiatives of the Leadership Committee and noted the motion passed at the March 1998 meeting of ALIA General Council that it return to the original intention of the Memorandum of Understanding signed by ALIA and ACLIS in September 1997. He further noted that ACLIS had recently voted to wind up at the end of 1998 and reaffirmed ALIA's commitment to future change and renewal. The Charter of Renewal as developed incorporates only the most significant issues and provides a mix of immediate actions as well as other actions which need to be completed in order to work through the renewal process. The renewal process will focus on what needs to be done.

Specific paragraphs within the Charter of Renewal were then addressed. The President noted that part of the regeneration process included a need to scrutinise activities of the Association and as part of this process an external review of the National Office would be undertaken. A plebiscite of all members would be conducted to settle the issue of a name for the new peak body. The President further noted that, following the wind up of ACLIS, ALIA would take on the copyright functions now carried out by ACLIS.

The Victorian General Councillor, Trevor Wakely, addressed the issue of an increased General Council, noting that this was an interim measure to be adopted by the Association to provide extra input from the membership during the change process.

Beth McLaren, NSW General Councillor, noted that a period of renewal represented an appropriate time to review working relations with other organisations and where necessary enter into formal negotiations to determine future relationships.

The Deputy Chair of the Board, Ross Todd, on behalf of the Chair of the Board, Colette McCool, explained that the membership had made clear to the Association the importance of continuing professional development (CPD) as a measure of quality and of currency of professional practice, hence the work to develop a category of professional practice based on voluntary CPD compliance. The relevant paragraph in the Charter of Renewal represented the beginning of a process from which the structure, mechanism and processes would be developed. ALIA Executive Director, Virginia Walsh, spoke to the issue of incorporation of the Association under Corporations Law noting that in 1994 General Council had previously considered a move to incorporate as a company limited by guarantee. She outlined advantages of such a move including greater transparency resulting from reporting requirements and greater facility in securing credit arrangements. The Executive Director also noted that under the current ALIA constitution the Executive Committee has the capacity to operate as outlined in the Charter of Renewal and that this enhances conduct of the Association's business.

Kerry Smith, Immediate Past President, discussed divisions of the Association noting that the Leadership Committee had considered various options based on skills, sectors and special interests as well as state/branch representation. The Charter encompasses a commitment to the further work which is necessary in considering the division structure.

Vice-President, Craig Anderson, addressed the issue of structure of the renewed organisation noting that issues of local presence funding and institutional representation were critical to future support of ALIA. He further noted that a change process group brought together with well-defined goals could enhance and move forward the renewal process.

Moved: That the Charter of Renewal developed in consultation with the ALIA membership be endorsed in principle.
Moved: Craig Anderson
Seconded: Rod Blacker

Moved: That the Association move towards incorporation under Corporations Law.
Moved: Craig Anderson
Seconded: Rod Blacker

Before discussion of the Charter of Renewal, Carolyn Young, Queensland Branch President and Acting Queensland General Councillor, foreshadowed two motions which she would be moving (Item 4). She noted that the motions formed the basis of Branch commitment to change and reflected Branch concerns with the change process as well as communication about change which the Branch believed represented a important step in the process.

The New South Wales Branch President, Helen Mandl, noted that while NSW Branch supported the Charter of Renewal in moving to a new peak body for the sector, the Branch believed it necessary that, in the interim period, institutional members, especially former members of ACLIS, be given the opportunity to voice institutional concerns. On this basis an amendment to the draft Charter of Renewal as presented to the meeting was proposed. In the discussion which followed concerns about the duties of the institutional representative were raised. Clarification on eligibility to vote for institutional positions on General Council was sought and the need for a sunset clause on interim arrangements for General Council in the period of change suggested.

Moved: That Principle 1 in the Draft Charter of Renewal be amended to read:
That the number of positions on General Council be increased by creating up to four new positions for councillors; two are to be elected by institutional members to represent institutional members and two are to be elected at large.

Moved: Helen Mandl
Seconded: Carolyn Yourng
Carried

The following motions were put to the meeting:

Moved: That the Charter of Renewal developed in consultation with the ALIA membership and as amended be endorsed in principle.
Moved: Craig Anderson
Seconded: Rod Blacker
Carried

Moved: That the Association move towards incorporation under Corporations Law.
Moved: Craig Anderson
Seconded: Rod Blacker
Carried

4. Motions
Motions from Queensland Branch as outlined in the agenda notice for the meeting and as foreshadowed at Item 3 were formally moved. The meeting noted that establishment of a working party could constitute a return to the previous process represented by the work of the Leadership Committee and that it may be more appropriate to charge ALIA General Council with conducting the change process.

Moved: That the ALIA General Council establish a Renewal Working Party with representatives from both institutional and personal members, to undertake the organisation's renewal process.
Moved: Carolyn Young
Seconded: Eve Woodberry
Lost

Moved: That this Working Party consult with the state and divisional bodies to garner input to the renewal process, and provide regular progress reports on its activities to Branch councils and members through appropriate mechanisms
Moved: Carolyn Young
Seconded: Eve Woodberry

The second of these motions, being contingent on carriage of the first, was not then put.

5. Conclusion of the meeting
There being no further business the President declared the Extraordinary General Meeting of ALIA closed at 6:30pm.

Charter of renewal final version, Principle 1 after GC Nov meeting
1.That the number of positions on General Council be increased by creating four new positions for councillors; two to be institutional members and two to be personal members, and that all four positions be elected by the membership at large.