ALIA Groups: Frequently-asked questions
What constitutes an ALIA group?
Each group must have a nominated convenor, treasurer and secretary. A minimum of two people may hold these positions. The support base could be identified by responses to a 'Call for expressions of interest' sent with an aliaNEWS broadcast or as a signed list of supporting members. Membership of a group is free and members may join a group at any time through the website or application. Endorsed groups will be provided with updated membership lists as required.
What are the endorsement criteria?
The Board of Directors will assess applications for funding and group support on the group's: ability to fulfil the objects of the Association; purpose and program; past achievement of purpose and goals; financial viability; and proposed communication with members.
What activities and services do groups provide?
A group should identify what activities and services it offers and what it charges for. Subscription rates to group newsletters or journals should be set and included in the application for group endorsement. Subscribers will be invoiced by ALIA National Office and received income credited to the group.
What lifespan can a group have?
Groups may be endorsed for up to two years. Any group seeking to continue its activities beyond the endorsed period must re-apply to the Board.
What reporting obligations are there?
Groups endorsed for more than six months are required to submit an annual progress report to the ALIA Board of Directors. Groups endorsed for less than six months are required to submit a report to the Board within six weeks of the end of the endorsed period. The report should provide an evaluation of the achievements of the Group as related to the activities included in the application and related to the Objects of the Associations.
How does one make an application for endorsement?
Please contact membership , at ALIA National Office, ph 02 6215 8229 for application forms or any other information you may require.
Applications to form groups for a special interest event/s, short-term specific purposes (less than one year) or function specific projects may be submitted at any time, allowing sufficient time for consideration by the ALIA Board of Directors. Endorsed groups may make supplementary applications if the need arises during the endorsed period.
How would I know if another Group similar to the one that I wish to form is not already in existence?
Proposed groups are logged at ALIA National Office. Once the ALIA Board of Directors has endorsed a Group, that group is listed in the general Groups home page, and will have their own web home page and listing in Vital Link Online.
Who may join a group?
The group should specify in its application whether or not the Group will be open to non-members of ALIA. It should be noted that Group membership (as distinct from participation in activities of the Group) is a benefit of membership, and non-members would be subsidised by ALIA members if they did not contribute by way of a joining fee.
How do I join a group?
ALIA Members may join a group online. It is free.
Will members still pay to belong to more than one group?
From 1 July 2001, ALIA members may belong to as many groups as they wish, without a fee. Some groups may charge for the delivery of some services (for example a newsletter or a journal) and those charges should be outlined in the Group application within the activities budget.
What determines funding?
Groups will be funded based on the budget submitted in the application. Endorsed groups may submit a supplementary application for additional funds if further activities or services are identified during the endorsed period. The application should include all income and expenditure items, including any administrative and clerical support costs. Groups should aim for cost-recovery or a profit on the overall budget. However, the Board is prepared to fund group activities that are important to the Association if they are not able to generate income or achieve cost-recovery. Groups seeking to carry over division funds identified for a special purpose (for example, an award or acquired through a donation) should indicate this in their application. The operation of the accounts will continue to be centralised in the ALIA National Office financial services department. Quarterly income and expenditure statements will be provided to each group.
What would be a recommended differential between charges (for ALIA members and non-members) to participate in ALIA Group activities?
Group membership is a benefit of ALIA membership and most group activities involve a cost, even when there is not a charge. Non-members may be charged a fee to belong to a group, and should be charged, on average, one third more than members for group activities. For example, the fee for a seminar could be $60.00 for ALIA members and $80.00 for non-members.
What happens to current Divisions' funds?
From 1 July 2001, all Division funds will be consolidated into a Groups account to provide resources for group activities. Divisions that manage tied funds (such as a grant that is to provide an award for a particular sector) should highlight this in the proposal to form a Group and in the budget for the activities. Interest, and an amount from membership income, will be allocated each year to the groups account. Income from group activities will be paid into this account.
Can we resubmit for funding of new activities as the need arises during the endorsed period?
An endorsed group may submit a revision of the activity schedule and/or funding, for example, if an opportunity arises for a new activity. Groups must report to the Board of Directors on a six-monthly basis, and this offers an opportunity to submit a revision to the group plan. If this is not appropriate, a proposal may be submitted to the ALIA executive director, who will then submit the revision to the Board of Directors in order to meet the group's activity schedule.
What about administrative support?
The Board proposes that local administrative support will continue and be available to all groups. Groups needing support should detail this in their application and budget. ALIA National Office staff are happy to work with any group in the consideration of their formation, preparation of their application, or to answer any questions. Please contact Groups, Events and Awards Coordinator , ph 02 6215 8222.
Assistance is available for groups publications, and ALIA logos may be downloaded from here.
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