Tuesday, June 24, 2008

LIASA Western Cape Branch Elections

As I am sure you know by now, 2008 is an election year for LIASA.

I would like to encourage LIASA Western Cape members to serve on the executive committee of the Branch.

This is a lengthy e-mail, with the following to note:
Call for Nominations
Nomination form
Description of Branch portfolios

The three documents are also now available at http://www.liasa.org.za/branches/wcape.php


You are invited to nominate LIASA Branch members to serve on the Western Cape Branch Executive Committee (BEC):

The BEC consists of the following portfolios:

Chair (ex officio on Rep Council) Vice-Chair Public Relations Officer
Treasurer Secretary Membership Secretary
Newsletter Editor Second Representative to Council
Two additional members

Please note:

* All paid-up members may nominate or be nominated
* Only paid-up members for 2008 have the right to vote
* Institutional members have one vote only
* The term of office is August 2008 - August 2010
* A brief CV and election manifesto must accompany each nomination form
* Each nomination form should be signed by two paid-up members as well as by the nominee who thereby accepts the nomination
* You may send in as many nominations as you wish, please duplicate the nomination form for this purpose

* Please send completed and signed nomination forms to: The Secretary, Elections 2008, P O Box 34181, Rhodesgift, 7707 or fax to 021 460 3699 to reach us by 30 June 2008.


I the undersigned, being a paid-up member of LIASA

Hereby nominate ______________________________________________________________
(Full Name and Membership number of candidate)

To serve as__________________________________________________________________ (Portfolio)

Proposed by_________________________________________________________________
(Full Name of Proposer)

Membership number___________________________________________________________


Seconded by_________________________________________________________________
(Full name of Seconder)

Membership number___________________________________________________________


Declaration by nominee:

I, ____________________________________________________________________________(Full name in block letters)

accept nomination for the above position and promise, that, if elected, I am prepared to serve LIASA loyally and commit the time and effort that my duties and responsibilities in this position will demand of me.



The following is a brief description of the duties of the different portfolios on the Branch Executive Committee (BEC) to aid you in your nominations.

* Chair all BEC meetings
* Chair all other meetings of the Branch
* Attend all Representative Council Meetings
* Responsible for strategic planning for Branch
* Responsible for Business plan for Branch
* Overall Responsible for all activities of Branch
* Responsible for Annual Budget of Branch
* Written Reports to Branch AGM and National Office as required
* Liaise with Interest Groups and Sub Branches
* Liaise with local, national and international library associations
* Liaise with local and national government officials
* Make presentations on LIASA to groups and individuals as requested
* To ensure proper fiscal management of the Branch

* Deputize for Chair when necessary
* Support Chair in all activities
* Assist Chair with strategy and planning for the Branch
* Attend all BEC meetings.
* Member of fundraising committee
* Liaise with sub-branches
* Undertake any other duties specified by the BEC
* Responsible for Constitutional amendments and updates
* Attend all meetings of the Representative Council of LIASA
* Attend all BEC meetings
* Assist the Chair in reporting to and from the Representative Council meetings
* Undertake tasks as specified by BEC
* Responsible for fundraising sub committee and acts as Chair of this committee


* Undertake all liaison and public relations work on behalf of the BEC and the Branch
* Submit a report on the liaison and public relations work at the BEC meetings and Annual General Meeting
* Undertake such tasks as may be assigned to him/her by the BEC
* Draw up Public Relations Strategy for the year in conjunction with the branch business plan including a communication strategy
* Plan, organise and co-ordinate in conjunction with the BEC, Branch functions
* Collect information on the activities in the Western Cape for a display on National Library Week at the annual conference.
* Submit regular written reports to the Western Cape newsletter and to LIASA-IN-TOUCH, including photographic records
* Liaise with the local press regarding professional activities and events within the branch


* Keep minutes of all committee and Annual General Meetings
* Distribute agenda, minutes and reports to BEC prior to meetings
* Make sure all minutes are signed and filed after approval
* Responsible for archiving of all minutes, documentation and reports of BEC
* To remind BEC of deadlines and to receive all reports from BEC, and Interest Groups
* Undertake duties/tasks as may be assigned to him/her by the BEC
* Organise AGM and Elections when necessary

* Responsible for all financial matters of the Branch
* Keep proper records of all financial transactions of the Branch
* Submit a treasurer’s report to every BEC meeting
* Responsible for Branch Bank account
* Apply for subsidies from the National Office
* Attend all BEC meetings
* Undertake any tasks assigned by the BEC

Membership secretary

Maintain accurate and up to date membership records of the Branch
Receive and process membership applications and renewals
Deposit membership fees in the national LIASA bank account
Submit a membership report to BEC meetings and the AGM
Undertake such tasks as may be assigned to him/her by the BEC
Update and maintain the Branch Membership database


* Compile, edit and design the quarterly Branch Newsletter)
Attend all BEC Meetings
* Calls for and receive items of interest from membership and the BEC
* Coordinate the submission of such items and set deadlines based on the frequency of newsletter
* Submit final draft to Chair for review
* Liaise with printer regarding printing and distribution of the newsletter
* Assist in any matter as delegated by the BEC

Additional members may be elected to the BEC at the AGM. Such members attend all meetings,
are assigned tasks by the Chair and BEC, and assist portfolio holders where necessary.
National Elected Officials may also serve ex-officio
It provides an opportunity for young professionals and to prepare them to serve on the BEC

Fatima Darries

LIASA Western Cape Branch Chair, 2006-2008

LIASA 10th Annual Conference LOC Chair 2008

Faculty Librarian : Design & Informatics
Cape Peninsula University of Technology
P.O. Box 652
Tel. +27 +21 460 3879
Fax. +27 +21 460 3699

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