Bylaws

The name of the organization shall be the Filipino Librarians Association - UAE.

The office of the Association shall be in Abu Dhabi, United Arab Emirates

The mission of the Association is to assertively lead the development, promotion, and enhancement of library and information professionals, specifically empowering Filipino librarians and paraprofessionals in the UAE. 

1. To advocate for Filipino librarians in professional and community environments such as the Bayanihan Council, Philippine Professional Organization UAE, and Philippine Librarians Association Inc. 

2. To work towards making the board exam accessible for librarians in the UAE.

3. To facilitate professional development opportunities for Filipino librarians.

4. To promote Librarianship (BLIS, MLIS) in the community as one of the in-demand courses with a 95% employability rate.

5. To establish a strong collaboration and engagement among other Higher Education (HE), School, Special and Public libraries to engage in knowledge-sharing and information literacy development. 

The seal of the Association shall consist of two circles between which shall be inscribed the name of Filipino Librarians Association - UAE 2024, the year of its original foundation. Inside the inner circle shall be an open book symbolizing the basic resource of libraries and on the top right the famous buildings to represent the UAE, Burj Khalifa, Emirates Tower, and the Burj Al Arab, on the top left the Rizal monument shall represent the Philippines, the Filipino Librarians. The Philippine flag is the background silhouette.

The Association colors for its banner shall be yellow, black, and blue on a white background. 

DEFINED. The term "Officer" as used in these By-Laws shall include but not limited to the Board Members which comprise of the President, Vice-President, Secretary, Treasurer, Auditor, Public Relations Officer, Social Media Officer, one (1) representative from different libraries (Higher education, Schools, Public, Special), Bayanihan Council Representatives, and Philippine Professional Organization Representatives.

The term of office of all elective officers shall be for two (2) years. In no case may any member be elected to the same office for two consecutive terms. 

Except as otherwise provided in these Bylaws whenever the term of an office or position, whether elective or appointive, is for a fixed period, the person chosen to fill the vacancy, therein, shall serve only for the unexpired portion of the term.  

Membership is open to individuals who identify as Filipino Librarians and paraprofessional librarians in the United Arab Emirates.

Admission to the organization requires submission of a membership application form, copy of passport, visa, Emirates ID, PRC license (if applicable), and approval by the elected officers.

Every active member who participates in almost all the activities of the Association will be considered a member of good standing. 

Membership in the Association requires active participation in its activities for a minimum of two years. Members who do not attend any General Assemblies will be designated as inactive and will consequently be removed from the official communication list, subject to such recommendations as approved by the majority of Board Members.

Members have the right to participate in meetings, vote in elections, and propose agenda items.

The General Assembly is composed of the Association's members who convene during the Annual Assembly. This assembly constitutes a quorum, enabling the members to exercise their rights and fulfill their obligations as specified in these Bylaws. A quorum is established by a majority of the Association's members.

The Board members shall call all members to an annual general or special convention to be held every 4th Saturday of February to consider matters on the following: 

a. Consolidated Annual report of the Board members 

b. Annual Audited Financial Statement. 

c. Proposed amendments/repeal of the Articles of the Incorporation and Bylaws of the Association. 

A special convention may be called to ratify decisions that the Board members may deem urgent. Provided that, only matters included in the agenda approved by the National Board shall be taken up during the convention. 

Notice of the annual general or special assembly shall be sent by the Secretary to all regular members, thirty (30) days before the date of the scheduled meeting.   

There shall be Board members, which shall take charge of the affairs and activities of the Association. It shall have the authority, inter alia, to: 

a. Make appropriations and authorize disbursements from the funds of the Association. 

b. Receive, consider, and act on reports and recommendations submitted by the Officers.

c. Fill vacancies, however arising, in the Board and the position of officers of the Association; ie. Impose special assessments for specific national purposes

d. Coordinate and supervise all activities to promote maximum librarian participation in Association affairs and effective administration and operation of the organization. 

e. Call a special meeting of the Board upon written petition, therefore, filed with the Secretary of the Association and signed by not less than most of the delegates provided notice shall be given to all delegates at least thirty days before the meeting, stating the purpose and urgency thereof as well as the business to be transacted thereat. 

f. Prescribe such rules and regulations consistent herewith as may be necessary and proper to carry out the objectives and purposes of the Association; and 

g. Perform such other functions as may be necessary or expedient in the interest of the Association. 

The members of the Board shall be elected by the members of the Association. The current President shall be an ex-officio member of the Board who does not have a right to vote. 

The Association shall have a President, Vice-President, Secretary, Treasurer, Auditor, Public Relations Officer, Social Media Officer, one Representative from each different library (Higher education, School, Public, Special), Bayanihan Council Representatives, Philippine Professional Organization Representatives shall be elected by members during the Election. 

a. Regular Meetings

Regular meetings shall be held every first and third Wednesday of the month to be attended by all officers.

b. Special Meetings

Special meetings may be called by the President or upon request by a majority of the officers.

In the event of a vacancy in the membership of the Board/Officers, the remaining Board/Officers, constituting a majority vote, shall appoint a successor. This successor will be selected from the candidates who received the next highest number of votes in the most recent elections. The appointed individual will serve for the remainder of the unexpired term.

The officers of the organization shall be elected by the members of the organization at the annual meeting.

The President shall be the chief executive of the Association and shall preside at all meetings of the Board. From his/her assumption to the office and for the duration of his/her term, the President shall disassociate himself/herself from all activities that may in one way, or another restrict or hamper the effective exercise of his/her powers and performance of his/her functions and duties. At the Annual Assembly, he/she shall report to the members the general state of the Association. In the event of the resignation, removal, or death of both the President and the vice president, the Board shall elect an acting President to hold office for the unexpired portion of the term or during the period of disability. 

The Vice President shall exercise the powers and perform the functions and duties of the President during the absence or inability of the latter to seat; he shall perform such other functions and duties as are assigned to him/her by the President and the Board members. 

The Secretary shall attend all meetings of the Board members and Officers and keep a record of all the proceedings thereof; prepare and maintain a register of all committees of their election or appointment; and perform such other duties as are assigned to him/her by these Bylaws, by the President, and by the Board.

The Treasurer shall collect, receive, record, and disburse all funds of the Association. However, no disbursement shall be made except over his/her signature, countersigned by the President or in the absence or inability of the latter, by the Vice-President, or in the absence or inability of both, by the 2 Officers designated by the Board members to act in their stead. He/she shall render reports of receipts and disbursements in every meeting and as required by the Board members: assist in the preparation of the annual budget; and perform such other duties as may be assigned to him/her by these Bylaws, by the President, and by the Board members. 

The Auditor shall be responsible for ensuring that all disbursements of the Association's funds are in order. He/she shall examine the evidence of each disbursement of funds to ensure that it complies with the Board's authority. Review the monthly financial statement prepared by the Treasurer and sign the same to certify its accuracy and authenticity and perform other tasks inherent to the position, and/or as may be assigned by the President of the Board.  

The Public Relations Officer shall be responsible for ensuring the proper projection of the positive image of librarians, the profession, and the Association. He/she shall disseminate through whatever practical means, information on the plans, programs, projects, and activities of the Association for a wider and better appreciation in Philippine society of the role and functions of librarians, librarianship, and the Association and perform other tasks as may be necessary to achieve the objectives of the Association as may be decided by the Board.  

The Social Media Officer shall be responsible for ensuring the proper projection of the positive image of librarians, the profession, and the Association. He/she shall disseminate through social media channels., information on the plans, programs, projects, and activities of the Association for a wider and better appreciation in Philippine society of the role and functions of librarians, librarianship, and the Association and perform other tasks as may be necessary to achieve the objectives of the Association as may be decided by the Board. 

Representatives from various libraries—higher education, school, public, and special—along with members of the Bayanihan Council and Philippine professional organizations, will represent the association in meetings. They will bring diverse insights to enhance library services and address community needs.

The officers of the organization shall be elected by the members of the organization at the annual meeting.

a. The Board and Officers are elected for a term of 2 years.

b. The Board calls for elections two months before the end of its term.

c. The Board appoints an Elections Committee composed of a minimum of three senior members chaired by the current secretary.

d. The Committee shall call for the submission of nominations two months before the elections.

e. Nominations received by the Elections Committee must include the nominees’ written consent to stand and their biographical sketches.

f. The Elections Committee shall seek the best-qualified candidates from the Association membership by requiring the members to file a candidacy for the desired position.

a. All candidates for elective office must be a Registered Librarian.

b. Demonstrates proven leadership abilities with experience in communication, representation, and networking.

c. Understand strategic planning, implementation, and review processes.

d. Possess a strong understanding of financial management, fundraising, and risk management.

e. All candidates for elective office shall be members of the Association for at least two years at the time of nomination.

f. All candidates should have served on at least one Association committee or have a minimum of two years of good standing in serving the profession.

a. The Elections Committee shall prepare a slate consisting of at least two nominees for each position to be filled in that year’s election. This slate, along with brief biographical notes on each candidate, shall be filed with the Board

b. If ten days prior to the election date there remains only one nominee, the nominee shall be declared elected.

c. Slates listing all candidates for office shall be notified one month prior to the elections to all members.

d. Only individuals who have been members and for two years shall be entitled to vote

e. All boards shall be elected by majority vote ballot for a two-year term or until their successors are elected.

f. If the position is open due to a vacancy on the Board, the candidate receiving the second highest total for that position shall be elected for the balance of the unexpired term.

a.      In the event of a tie ballot, the winner shall be determined by lot.

b.      If an elected candidate is unable to assume office, the candidate who received the next highest number of votes for that specific position shall be declared the winner.

g. The elections are called to order by the Elections Committee in the presence of a quorum.

h. If within half an hour from the time appointed for the elections a quorum is not present, the elections shall stand adjourned to such a day, time and place as the Board may determine.

i. If at the adjourned meeting a quorum is not present within half an hour from the time appointed for the meeting, the Members present shall form a quorum.

The General Assembly has the sole authority to amend or repeal the Association's Bylaws as approved by the majority of the members and members of the board.

Decisions shall be made by consensus among the officers. In the absence of consensus, a vote may be taken, with a simple majority required for approval.

These bylaws may be amended by a two-thirds majority vote of the members of the organization at any regular or special meeting.

The organization may be dissolved by a two-thirds majority vote of the members of the organization at any regular or special meeting. In the event of dissolution, the assets of the organization shall be donated to another non-profit organization with a similar mission.

These bylaws shall take effect immediately upon adoption by the members of the organization.