The Management Plan and Constitutional Regulations of The Myanmar Library Association

Part 1: The Management Structural Plan

Chapter 1: Position Names and Definitions

1. Position names
The Library Association will be known as the Myanmar Library Association.

2. Definitions of positions
a. The Association referred to is The Myanmar Library Association.
b. The Library referred to does not have a commercial aim, but is to be beneficial to all readers. The building, consisting of reading and viewing rooms and the other buildings, will all be known as the Library.
c. The Librarian is the professionally qualified person who is in charge of the management and administration of the Library.
d. The professionally qualified Librarian refers to the person with the related librarianship qualifications, such as degree or diploma in librarianship.
e. The Branch means the branch of the organization of the Library.
f. The Annual Meeting refers to the meeting (as described in Part 2) to be held each year.
g. The Library Conference means the meeting to be held every four (4) years.

Chapter 2: The Patrons, the Official Seal and Number, the Location

3. The Patrons
Honourable citizens will be invited to act as Patron to the Association.

4. The Association Seal
(i) The seal will have a 2 inch radius and is double layered. The second Seal will have a 1.5 inch radius and will also be double layered. There will be a total of two (2) seals bearing the Myanmar Library Association engraving thereon.
(ii) The inner circle will have the date and reference number inscribed.
(iii) The seal fitting the above description will be utilized.
(iv) The seal will be kept safely by the Secretary of the Association.

5. The Location
The Association Working Committee’s Office is to be located in Yangon.

Chapter 3: Proposed Objectives and Operations

6. Objectives
(a) To help in every capacity towards the development of the country with the aid of the Scholars and Librarians.
(b) The Scholars and Librarians are to pool their efforts for the development of the operations of the Library.
(c) Aimed towards the development and improvement of the Scholars and the Members of the Library.
(d) To promote the pursuit of readership by the public, consequently producing more Librarians to help in the preservation and promotion of Myanmar literature.
(e) To coordinate with governmental and non-governmental organizations internationally.
(f) To modernize and update Library education.

7. Operations
To achieve the above objectives the following operations are to be practiced and observed by the Association Members.
(a) To hold occasional seminars and discussions as permitted.
(b) To promote understanding of Library issues, books and journals are to be published and distributed.
(c) To conduct refresher courses.
(d) To conduct any and all projects in accordance with the aims and objectives of the Association.
(e) To exchange knowledge and information with all other associations having similar objectives, both internally and externally.
Note: This Association is not affiliated with any political parties and is a Non-Governmental Organization.

Part 2: The Regulations of the Association

Chapter 1: Becoming, Discontinuing and Expelling a Member

1. Categories of Membership
(a) Ordinary membership
A qualified person holding a Diploma / Degree in Librarianship can become a member of the Association.
(b) Auxiliary membership
A degree holder who is working full-time in the Library.
(c) Student Membership
A person who is currently undertaking a course in Librarianship.
(d) Permanent membership
An Ordinary member can be upgraded to a Permanent member by contributing the Permanent membership fees.
(e) Honourable membership
A person who preserves to fulfill the aims and objectives of the Association many be made an Honourable member, in accordance with the given rules of the Working Committee of the Association.

2. Becoming a Member
A citizen of Myanmar who complies with the rules of the Association may become a member, should be apply to the Secretary using the prescribed form. The application is to be scrutinized by the Executive Committee and if deemed appropriate, he will be accepted as a member after payment of admission and annual fees.

3. Admission and Annual Fees
(a) Admission Fee
(i) Full members are to pay Ks 3000.00 only.
(ii) Auxiliary members are to pay Ks 2000.00 only.
(iii) Student members are to pay Ks 1000.00 only.
(iv) Permanent members are to pay, in one year, Ks 5000.00 only. This may be paid in one lump sum or in 5 installments.
(v) Honourable members are free of all membership fees.
(b) Annual Fee
(i) Full members are to pay an annual fee of Ks 500.00 only.
(ii) Auxiliary members are to pay an annual fee of Ks 300.00 only.
(iii) Student members are to pay an annual fee of Ks 300.00 only.

4. Discontinuation of membership
(i) Resignation
The General Secretary must be notified in writing by the member.
(ii) Expulsion from the Association A member who:
(a) leaves the country (emigrates)
(b) is to be ordained for life as a monk
(c) is to be imprisoned for a criminal charge
(d) becomes insane
(e) expires (dies)
(f) intentionally disrupts the work of the Association or its branches
(g) falls into arrears in the annual fee or life-long membership fee shall be discontinued from membership status.

Chapter 2: The Rights, Privileges and Responsibilities of a Member

5. Privileges (the Rights)
(i) The member will receive the journals of the Association and may also attend or participate in the lectures and seminars of the Association.
(ii) The member may participate in the Annual Meetings on the approval of the Chairperson.
Note: Guidelines on becoming a member of the Working Committee, with voting rights, may be found under the Selection Regulations section.

6. The Responsibilities
(i) In order to successfully achieve the Objectives and Operations of the Association, the member is subject to the direction of the Secretary of the Library Council.
(ii) Regular contribution of membership fees is expected.
(iii) The Association members are to help in every capacity towards the development of the libraries.
(iv) Fellow members are to be treated with mutual respect and cooperate as a team.

Chapter 3

7. Conferences
(a) The Library Conference is to be held every four (4) years. The Annual Meeting is to be held each January. The Working Committee is responsible for the organization of these meetings.
(b) The Conference is to be held under the conditions:
(i) The Chairperson should be the President or Vice-President of the Working Committee. The General Secretary or Deputy General Secretary should be the Master of Ceremonies.
(ii) During the Conference, the Chairperson and the Master of Ceremonies shall be the only persons to respond to questions from the floor as approved by the Chairperson.
(iii) The Conference is to follow the published agenda, with the agenda to be distributed in advance to all members. Amendments to the agenda may be made with the approval of the members at the commencement of the meeting.
(iv) No amendments many be made, nor discussion held, by the proxy or representative of a member
(c) The validity of the Conference:
The number of members necessary to establish a quorum shall be greater than half of the registered members.
(d) Selection of the members:
(i) All members are eligible to stand for selection
(ii) All proposals or nominations must be seconded. A vote is to be taken on any different proposals relating to the same issue.
(iii) Selection of nominated persons is only to be undertaken with the consent of the nominee.
(iv) Where more than one nomination is received, the nominee receiving the highest number of votes shall be deemed to be selected.
(v) The Team of Office for the President is not to exceed two terms (that is, 8 years)
(e) Voting for more than one candidate for a position
(i) A member, not being a perspective candidate for a position, shall be appointed by the Working Committee to prepare the list of nominated candidates.
(ii) Honorary members, and non-full-fledged members have neither the right to vote, nor the right to stand for election.
(f) Conduct of the Vote
(i) With the exception of honorary members, and non-full-fledged members, all current members have the right to vote.
(ii) The members of the Council may be voted by either open or secret ballot.
(iii) Immediately upon completion of the voting process, the votes are to be counted in the presence and full view of the appointed representatives of the candidates. Where two or more candidates receive an equal number of votes, a further selection will be held at a later date. In the case of an equality of votes for a third time, the President shall have the casting vote.

8. The Working Committee
(a) Twenty one (21) members are to be selected to the Working Committee from among the members attending the Conference.
(b) The organization of the Working Committee:
Membership of the Working Committee shall comprise:
(i) The President (resident in Yangon)
(ii) The Vice-President (1)
(iii) The Vice-President (2)
(iv) The General Secretary (resident in Yangon)
(v) The Associate General Secretary (1)
(vi) The Associate General Secretary (2)
(vii) The Treasurer (resident in Yangon)
(viii) The Associate Treasurer
(ix) The Liaison Officer/Public Relations Officer
(x) The Account
(xi) The Librarian
(xii) The International Relationship Officer
(xiii) Nine (9) elected members of the Working Committee comprising a total of twenty one (21) members.
(c) The new Working Committee shall comprise at least two thirds (2/3rds) of the membership the previous Working Committee.
(d) The Working Committee shall meet at least monthly.
(e) The meeting shall be valid if the President, or the Vice-President, together with six (6) or seven (7) members of the Working Committee is present.
(f) The working Committee shall have a life span of four (4) years (i.e. from one Conference to the next consecutive Conference)

9. The Responsibilities of the Members of the Working Committee
The President

(a) To act as Chairperson for all meetings
(b) To act as Chief Executive and to conduct all matters pertaining to the Committee.
(c) To approve all miscellaneous expenditure.
(d) In matters of emergency, not more than Ks 10, 000 (Kyats ten thousand) is to be expanded, Any amount greater than Ks 10, 000 (kyats ten thousand) is to be co-approved by another member of the Working Committee.
(e) To actively conduct and pursue issues which inter-relate with other Library Associations.

The Vice-President
(a) In the case of the absence or resignation of the President, the Vice=President shall undertake the duties of the President until a new President is elected. Vice-President 92) shall undertake this responsibility in the event of the inability of Vice-President (1) as to do.
(b) To assist the President in all matters and to carry out any other duties as may be bestowed upon him.

The General Secretary
(a) To call meetings as necessary.
(b) To circulate notices and information as necessary.
(c) To draw up the agenda and maintain minutes of meetings.
(d) To carry out correspondence concerning the Committee.
(e) An amount no greater than Ks. 30, 000.00 is to be kept on hand for miscellaneous use (petty cash)
(f) To assist the President in his duties relating to correspondence and communication with other countries.
(g) To conduct any other duties entrusted to him

The Associate General Secretary
(a) In the case of the absence of resignation of the General Secretary, the Associate General Secretary
(1) shall undertake the duties of the General Secretary until a new General Secretary is elected. Associate General Secretary
(2) shall undertake this responsibility in the event of the inability of General Secretary (1) so to do. (b) To assist the General Secretary in all matters and to carry out any other duties as may be bestowed upon him.

The Treasurer
(a) To handle and hold responsibility for all funds of the Committee.
(b) To maintain accounts correctly and accurately.
(c) An amount no greater than Ks. 50, 000.00 (kyats five thousands) is to be kept on hand. All other monies are to be deposited in the bank.
(d) To hand out receipts for the amount of all funds received.
(e) To maintain financial accounts and procedures in a safe and systematic process.
(f) To present the accounting records at every meeting.
(g) To oversee the usage of the funds is in accordance with the objectives and regulations of the Committee.
(h) To countersign, with the President, all bank cheques to be drawn against the account. (in the case of the absence of the President, the above is to undertaken with the Vice-President)

The Associate Treasurer
To assist the Treasurer in all financial matters pertaining to the Committee.

The Liaison Officer/Public Relations Officer
(a) To conduct public relations activities to best promote the Association.
(b) To take responsibility for publishing books, journals and magazines of the Association.
(c) To carry out any other duties as may be bestowed upon him by the Working Committee.

The Account
Internal accounts: The Account is to keep current records of all accounts for presentation to the Committee.
External accounts: The account is to advise on the keeping of all relevant and necessary records and all accounting matters. The account is also required to advise on issues relevant to his position.

The Librarian
(a) To create and maintain a collection of books, journals and magazines in accordance with the objectives of the Association.
(b) To ensure the safe-keeping of the books, journals and magazines owned by the Association.
Other members of the Working Committee
(a) To assist in the operation of the Association.
(b) To scrutinize and approve all applications of potential members.
(c) To take responsibility for the conduct of matters conferred by the Committee.
(d) To give direction and instructions to the Branches of the Association in order to support the continuation and extension of library works.

10. Financial Policies
(a) To deposit all funds in the bank
(b) With the exception of the Ks 50, 000.00 for miscellaneous use by the Treasurer, all other funds are to be held in the bank account.
(c) All funds received from smaller sub-committees are to be handed to the Treasurer.
(d) To forecast the yearly operational expenditures and set down the accounts required for us. To report at the Meeting on the residual amount.

11. List of records
(a) The Treasurer is to maintain all records and produce them whenever necessary for inspection and audit.
(b) To close off all accounts on 31st December each year.
(c) The Treasurer is to prepare all records of payments and receipts in preparation for the inspection of the accounts of the Association. The Association’s financial year shall be from 1st January to 31st December inclusive.