Eligibility to stand for election to the Board of Directors

The Australian Library and Information Association Limited (ALIA) incorporated as a public company, limited by guarantee, on 1 March 2000. In its responsibilities to the public interest and to Association members and in its internal administration, ALIA is subject to the Corporations Act 2001 and the Corporations Law scheme and administrative requirements of the Australian Securities and Investments Commission (ASIC), the Constitution of the Australian Library and Information Association Limited and the By-laws made under the authority of clause 30 of the Constitution.

[See also Presidential responsibilities]

ALIA's voting Directors are:

• a President, a Vice-President (President-elect), and two Directors - all elected by the general membership; and
• one Director elected by institutional members in alternate years.

Directors must be personal financial members and represent the interests of the Association as a whole rather than those of a particular constituency. Directors serve for two years, from AGM to AGM, and with no more than two consecutive terms. Association Directors are not paid. However, travel costs for attending Board meetings and representing the Association, when required, are met by the Association.

Duties and responsibilities of Directors

The duties of the Board of Directors are:

• To act within its powers under Corporations Law and ALIA's Constitution, in a manner consistent with the purposes for which said powers are conferred;
• To act honestly;
• To provide members with accurate information when seeking their support for decisions;
• To give members honest opinion and adVice;
• To act in the best interest of the Association as a whole.

Specific duties under the Constitution and By-laws

The Constitution and the Association By-laws require the Board to perform specific duties - for example, to:

• operate the financial affairs of the Association (Constitution cl.14);
• establish the groups of the Association, monitor their activities and, where decided, delegate powers to them (By-law 2);
• hold the National Advisory Congress and receive the recommendations of the delegates (Constitution cl.18); and
• appoint the National Awards Committee (By-law 7)

Responsibilities of the Board of Directors are:

• Determine, promote and progress the Association's strategic directions consistent with the Objects of ALIA.
• Determine and evaluate ALIA's programs and serVices in the context of the strategic directions.
• Strengthen ALIA's leadership position by monitoring the external environment and responding to issues pertaining to the Association.
• Recruit and select the executive Director, and contribute to the assessment of the executive Director's performance.
• Support the executive Director by ensuring effective organisational planning and sustainable implementation processes.
• Monitor the management of resources in order to ensure that the Association is able to meet its Objects in a responsible and sustainable manner.
• As individual members of the Board, enhance the profile and standing of ALIA by effectively:
  • contributing to specific areas of focus in ALIA's strategic directions;
  • representing the Association as a member of the Board of Directors;
  • ensuring legal and ethical integrity in decision-making; and
  • maintaining accountability.

Any information acquired as a Director must be used properly and in the best interests of the Association. It is a criminal offence under Corporations Law to use company information - confidential or not - for personal gain or to harm the company.

The Association carries Director and officer liability insurance.

Board meetings

The Board of Directors generally meets five times a year for one-day meetings. The timing of the meetings is usually set to coincide with the business cycle and other annual matters, for example:

• Presentation and signing of the annual and financial reports in mid-March following the annual audit and prior to their distribution to members in the April inCite;
• AGM in May;
• National Advisory Congress.

The President convenes board meetings. In the absence of the President, the Vice-President acts as meeting convenor.

Dates for meetings are set at the last meeting of each year and revised as necessary. Meeting dates are included in the 'significant dates' document provided to the Board.

Agenda for board meetings

The agenda will normally include:

• Welcome and apologies
• Business
• Governance
• Policy and planning
• Other business

Board meetings are usually held at ALIA House but may be held elsewhere to coincide with other ALIA events.

Nominees for a position on the Board are required to indicate in their nomination that they understand and are prepared to accept the duties, responsibilities and legal liabilities of a Director. Further information on ALIA's governance and the role of ALIA President, Vice-President or Director, can be requested by contacting the Executive Director (please remove '.nospam' from address), ph 02 6215 8222.

Nomination forms are available on ALIAnet or from the Executive Support Officer (please remove '.nospam' from address), ALIA National Office, ph 1800 020 071.