Student Committee of
Librarians Without
Borders at
UBC
LWB@UBC CONSTITUTION This document was approved by LWB@UBC members on March 25, 2009
Print Constitution (pdf)
ARTICLE I
The name of this organization shall be the Student Committee of Librarians Without Borders at
the University of British Columbia (LWB@UBC).
ARTICLE II
The mission of LWB@UBC is to provide outreach, education and fundraising in support of
Librarians Without Borders, hereafter referred to “the parent organization.”
ARTICLE III
LWB@UBC is affiliated with Librarians Without Borders, and serves as the local student
committee of the School of Library, Archival and Information Studies at the University of
British Columbia.
ARTICLE IV
Voting membership is restricted to students and alumni of the School of Library, Archival
and Information Studies at the University of British Columbia, who are members of Student
Committee of Librarians Without Borders at the University of British Columbia and members of
the parent organization.
ARTICLE V
The officers of LWB@UBC shall consist of a Chair/Co-Chairs, Secretary/Co-Secretaries,
Treasurer/Co-Treasurer and Event Coordinator/Co-Event Coordinator and Member(s) at Large.
Terms of office shall be one year. It is recommended that the position of Chair be shared with
another student, preferably one who served on the executive the previous year.
The above listed officers shall comprise the Executive Committee of LWB@UBC.
ARTICLE VI
The responsibilities of the Chair/Co-Chairs shall include, but not be restricted to:
- Prepares and facilitates General Meetings
- Introduces new officers at designated General Meetings
- Encourages all committee participant to become LWB members
- Attends and facilitates all Committee meetings
- Prepares Committee meeting agendas
- Oversees preparation/facilitation of activities
- Appoints committee leads for special events (communications, fundraising etc)
- Acts as liaison between LWB Committee Liaison and Student Committee
- Forwards event proposals to the Committee Liaison for approval
- Prepares reports, with the assistance of other Officers, and submits them to LWB office according to mutually agreed upon timelines (outlined in constitution)
- Forwards all receipts from expenditures and all money raised through fundraising initiatives to the LWB Office in a timely manner
- Notifies LWB office of any and all changes in Committee Officers or the Constitution
- Trains incoming Chair in all Student Committee procedures and business, and hands over all necessary documents and information, including contact information for LWB Office
- Create and maintain Committee membership lists
- Distributes agenda to committee members prior to Committee meetings, if necessary
- Attends all meetings, records meeting minutes and keeps a copy of all meeting minutes
- Distributes meeting minutes as required to committee members
- Books rooms for meetings and confirms meeting times and locations with committee members
- Trains incoming secretary in all committee procedures and business, and hands over all necessary documents and information
- Attends all meetings
- Prepares proposals for Chair(s) to forward to LWB Office (even if no money requested)
- Manages any money received as a result of a proposal
- Manages and tracks money raised through any fundraising initiatives (to be forwarded by
- Chair(s) to LWB Office in timely manner)
- Keeps all receipts from expenditures for Chair(s) to forward to LWB Office
- Prepares a financial report to include in 2nd report at the end of appointed term
- Trains incoming Treasurer in all committee procedures and business, and hands over all necessary documents and information
- (Suggested) Secures a safe location for money, such as a locker, that is accessible only to Treasurer(s), Secretary and/or Chair(s)
- organization and facilitation of all events including fundraising, in coordination with other executive officers, as necessary.
- additional tasks and duties as delegated by the co-chairs in the areas of event planning, communication and general administration
Nominations and elections of officers shall take place during a designated General Meeting before September 30. If any position is contested, candidates will present themselves to LWB@UBC membership and provide a brief, 5-minute speech outlining their platform. After speeches have finished, candidates will be elected by secret ballot.
ARTICLE VIII
General meetings of the LWB@UBC will be held on a monthly basis. Dates of meetings will be decided by consensus of membership or can be called by any member of the LWB@UBC Executive committee. Meetings may be called during the summer months at the executiveÕs discretion.
ARTICLE IX
LWB@UBC will give priority to raising funds for projects sanctioned by the parent organization. LWB@UBC may also raise funds for a project of their own choosing. Fundraising for this project must be proposed by a member of LWB@UBC and accepted by 50% of the membership. LWB@UBC will follow the proposal guidelines set out by the parent organization, and when engaging in independent fundraising, LWB@UBC will make it clear that donations will go directly to the organization for which it is raising funds and not to Librarians Without Borders.
ARTICLE X
In order to amend the constitution, 60% of the total membership must be present in order for there to be a quorum. This constitution may be amended by a majority vote of 51%.
ARTICLE XI
Robert's Rules of Order shall govern all procedural matters.
The Student Court of the Alma Mater Society shall decide any disputes over procedural matters.