June 2023 Hybrid ALA Membership Meeting & Information Session, Annual Conference
ALA Membership Meetings provide opportunities for ALA members to engage in discussions on important issues that affect libraries and librarianship. Members may bring to the floor the issues via the resolution process. Resolutions that, if passed by the members at the meeting, are forwarded to the ALA Council. Resolutions passed by Council will be acted upon by the Association.
The Membership Information portion of the session provides a forum for members to hear updates from ALA leaders and receive first-hand information on the latest developments within our organization as well as hear reports from the ALA President, President-Elect, Executive Director, Treasurer, and Endowment Trustees.
The June 2023 ALA Membership Meeting and Information Session was convened virtually and in-person on June 24, 2023 during the ALA Annual Conference in Chicago, IL.
Hybrid ALA Membership Meeting & Information Session Agenda
- 10:00 – 10:05 AM Call to Order, Introductions - Lessa Pelayo-Lozada, ALA President
- 10:05 – 10:10 AM Memorials, Tributes, and Testimonials: - Lessa Pelayo-Lozada, ALA President
- 10:10 – 10:20 AM Membership Meeting Orientation and Rules - Adrian Stratton, ALA Parliamentarian
- 10:20 – 10:50 AM RESOLUTIONS
- 10:20 - 10:30 AM Resolution on Maintaining In-Person Participation for All at ALA Membership Meetings, ALA CD#56, Al Kagan, ALA Member
- 10:50 – 11:00 AM ALA President’s Report, ALA CD #21.1 - Lessa Pelayo-Lozada, ALA President
- 11:00 – 11:05 AM ALA President-Elect’s Report, ALA CD #29.1 - Emily Drabinski, ALA President-Elect
- 11:05 – 11:10 AM ALA Treasurer’s Report, ALA CD #13.2 - Peter Hepburn, ALA Treasurer
- 11:10 – 11:20 AM ALA Executive Director’s Report, ALA CD #23.1 - Tracie D. Hall, ALA Executive Director
- 11:20 – 11:30 AM ALA Endowment Trustees Report, ALA CD #16.1 - Mario Gonzalez, Senior Trustee
- 11:30 – 11:35 AM Unite Against Book Ban Update - Deborah Caldwell-Stone, OIF Director
- 11:35 – 11:55 AM Member Question & Answer - Lessa Pelayo-Lozada, ALA President
- 11:55 AM–12:00 PM Announcements and Adjournment - Lessa Pelayo-Lozada, ALA President
Questions? Please contact us at firstname.lastname@example.org.
Membership meetings are part of ALA’s ongoing focus to connect members and provide an avenue for input on strategic direction, budget priorities, and topics of interest. For an overview of what has been going on at ALA as well as a status report of the association, you will receive reports from the President and other key leaders. These updates will be followed by an opportunity to discuss and vote on any resolutions offered by members.
All ALA personal members may register and participate. Members who want to vote need to register on Zoom by June 17th to receive voting credentials. Live captioning will be provided.
What is a resolution?
A resolution is a main motion, phrased formally, with (a) whereas clauses, (stating the background and reasons for a proposed policy, advocacy position, or action), followed by (b) Resolved clauses in numbered order (stating the proposed policy, advocacy position, or action).
What is the deadline to submit a resolution to the Resolutions Committee?
All resolutions must be received by the ALA Resolutions Committee at email@example.com at least forty-eight (48) hours prior to the calling of a virtual meeting to order. This deadline ensures that final resolutions will be posted by the Council Secretariat (Marsha Burgess firstname.lastname@example.org) within twenty-four (24) hours of the calling of a virtual meeting to order.
What are the guidelines?
The following guidelines are addressed to individuals and units preparing resolutions to come before the ALA Virtual Membership Meeting.
How to create a resolution?
- A resolution must be complete so that, upon passage, it becomes a clear and formal expression of the opinion or will of the assembly.
- Resolutions, including memorials, tributes, and testimonials, must show the initiating unit, mover, and seconded and provide specific contact information from submitting parties. A resolution without a sponsor will not be presented.
- The resolution should address a specific topic or issue, use concise direct language, conform to proper grammar, and present an affirmative identifiable action.
- The terms used in a resolution should be readily understandable or have specific definitions.
- The intent, objective or goal of the resolution should be clear and purposeful.
- Resolutions should clearly support ALA’s Strategic Plan, its mission, and/or core values.
- Any whereas clauses that relate to an ALA policy must include a parenthetical notation of the title of the policy and the section where it can be found in the ALA Policy Manual.
- If the resolution calls for specific action or program with a timetable, the timetable shall be clear and achievable.
- Resolved clauses at the end of a resolution gain in clarity and brevity and are easier to read by following the resolution methodology of Congress and other deliberative bodies. The new suggested wording states the resolved phrase only once: “Now therefore be it resolved by the [acting body, e.g., ALA, some committee etc.], that...” after which each separate resolved is stated directly in numbered order without repeating “be it resolved by...”.
- All “Resolved” clauses within a resolution should use the objective form of the verb (e.g., “Resolved, that the American Library Association (ALA): (1) supports...; (2) provides...; and [last resolved] urges....") rather than the subjunctive form of the verb (e.g., “Resolved, that the American Library Association (ALA): (1) support...; (2) provide..; and [last resolved]. urge....").
- If the resolution is addressed to or refers to a specific group or groups, it shall name in full the group or groups in both the ‘resolved’ and ‘whereas’ clauses followed by the acronym in parenthesis. Thereafter the acronym may be used.
- Whereas clauses may not contain active links or URLs to cited information such as articles or web pages. However, a numerical footnote designation may be included in a Whereas clause, and a corresponding References list may be added after the mover and seconder information toward the bottom of the document.
What is the process for submitting a resolution?
- Any ALA member, with seconder, may offer a resolution for consideration at the Virtual Membership Meeting provided the resolution has been reviewed by the ALA Resolutions Committee. All resolutions must be received by the ALA Resolutions Committee at email@example.com at least forty-eight (48) hours prior to the calling of a virtual meeting to order. This deadline ensures that final resolutions will be posted by the Council Secretariat (Marsha Burgess firstname.lastname@example.org) within twenty-four (24) hours of the calling of a virtual meeting to order. When preparing a resolution for submission to the Resolutions Committee for consideration, please also fill out the Resolution e-form. Although in some cases some components of the e-form may not be applicable, please try to be as complete as possible. Any information you provide will help to expedite the resolution process. In the interest of expedience and effectiveness, the mover of a resolution is encouraged to submit a statement in advance to be read aloud during the virtual membership meeting.
- All resolutions, including memorials, tributes, and testimonials, must show the initiating unit, mover, and seconder. Email addresses must be given for movers and seconders.
- All resolutions approved by the membership will be presented to the next meeting of Council by the chair of the Resolutions Committee. The chair will indicate which membership resolutions are clearly policy matters. The presiding officer of Council will call for Council’s guidance on the disposition of each membership item in turn.
- If a quorum is not present for a called Membership Meeting, those members who are present may convene themselves into a Membership Forum for the purpose of discussing matters of concern. The person who would have presided at the virtual membership meeting may appoint a member to preside at the Membership Forum. Those members attending the Membership Forum shall determine their own agenda of matters to be discussed, except that the names of those being presented for memorials, tributes, and testimonials shall be read at the beginning of the Membership Forum.
RULES & GUIDELINES FOR ALA HYBRID MEMBERSHIP MEETINGS
The following rules will be for adopted for the hybrid ALA Membership Meeting. When adopted these rules will govern the conduct of the meeting.
MEETING FOCUS & AGENDA
(1) With potentially more than 500 ALA Members in attendance, the logistical constraints will be substantial. The meeting must focus on action-oriented items to move the Association and the library profession forward.
(2) Changes to the agenda are usually made by general consent, and the agenda is then voted by a voice vote.
(3) Meeting time must be treated as a precious commodity, to ensure that time is logically allocated based on the significance of the issues at hand.
(4) Housekeeping items such as announcements, updates, or items for informal consideration shall be considered permissible additions to the end of the final meeting’s Agenda.
(5) Meetings will be adjourned at the published time unless the membership, by unanimous consent or a majority voice vote, decides to continue the Meeting.
(6) Zoom Webinar registration is required for all Members, both virtual and in-person. Registration is open to all members and is not limited to those registered for ALA Annual Conference.
(7) Members who wish to exercise their right to vote, must register for the Zoom webinar 1 week prior to the calling of the meeting to order. In addition, voting credentials will need to be tested in advance and any access issues need to be submitted to email@example.com 48 prior to the calling of the meeting to order.
(8) The Presiding Officer/Moderator will recognize speakers.
(9) Virtual Participation
- Members who wish to ask a question or state a comment including a “Point of Order” shall use only one method, the “Question & Answer” box.
- To verbally speak, please insert the request in the Q&A. For example: “I would like to speak pro”, “I would like to speak against”, “I would like to speak”, etc.
- Members will be virtually muted other than when recognized.
- The chat space will be disabled with the exception for participants to chat directly with the host/panelist for technical assistance.
(10) In-person Participation
A Member wishing to speak shall approach a microphone and await recognition by the presiding officer.
(11) Secondary motions (such as amend, refer, etc.) must be submitted via this link: http://www.ala.org/aboutala/governance/council/motionwebform
(12) Draft resolutions must be provided to the ALA Resolutions Committee (firstname.lastname@example.org) and Council Secretariat (Marsha Burgess) at least 48-hours prior to the calling of the meeting to order. All final resolutions must be submitted 24-hours prior to the calling of the meeting to order. It is strongly encouraged that resolutions be submitted well in advance of the 24-hour deadline.
- i. No resolutions shall be presented at the meeting that have not been received through the Resolutions Process.
- ii. Only the “Resolved” clauses of a resolution will be displayed and read.
(13) A resolution which has fiscal implications must be submitted in advance to the Executive Director (Tracie Hall), the ALA Governance Office (email@example.com) and the Budget Analysis and Review Committee (BARC chair) from the Resolutions Committee at least (1) week before it is to be considered. BARC will report on the fiscal implications in accordance with ALA Policy A.4.2.2.
(14) All efforts will be made to engage all Members and their insights in deliberations. Diverse discussion methods should be employed, to enable as many members as possible to participate. Deliberations must be at a high level.
(15) In the interest of good time management, minor amendments that do not alter the intent of a proposal must be delegated to the ALA Executive Director for processing.
(16) Each speaker will be allowed to speak up to one minute. No speaker shall have the floor a second time on the same question until all who wish to speak have spoken. Speakers will be recognized first in person, then virtually, in a cadence determined by the presiding officer that ensures fairness (for example: Microphone 1, Microphone 2, Virtual, Virtual – repeating).
(17) Members may end debate on a motion or resolution after a reasonable amount of time. Once debate is closed, a vote will be taken on the motion or resolution.
(18) All votes will be conducted electronically via the voting link provided by the ALA Governance Office.
- i. Members shall bring an electronic device to vote. Voting selections made following the close of that period will not be recorded. Votes will be tabulated based on the number of valid votes received.
- ii. Members who want to exercise their right to vote, must Zoom register for the Membership Meeting 1 week prior to the calling of the meeting to order and validate their voting credentials 48 hours prior to the calling of the meeting to order. Limited support will be provided to those who have difficulty voting during the Membership Meeting due to resource constraints. Members who have not done this will forfeit their voting privileges for this meeting.
- iii. Members should generally make its recommendations by consensus. If needed, parliamentary procedure can be employed to resolve differences of opinion by a majority vote.
THESE RULES SHALL GOVERN. By general consent, if there be no objections, or by a two-thirds vote, any rule may be suspended.
All ALA personal members may participate and vote during the meeting. Members who want to vote need to register on Zoom by June 17th to receive voting credentials. All votes will be conducted electronically via the voting link provided by the ALA Governance Office.
Voting credentials will be distributed on June 21st. Limited technical voting support will be provided. Members who have not pre-registered and validated their voting credentials forfeit their voting privileges for this meeting. View this video to learn more about how electronic voting will be conducted.
New in 2023, ALA is offering a hybrid membership meeting which means that electronic voting is required. Only personal members of ALA are eligible to vote at the meeting. In order to confirm registrants’ eligibility to vote, everyone must register on Zoom by June 17th. Following that cutoff date, the registration list will be reviewed, and eligible voting members will receive their voting credentials.
All ALA members attending either in person or virtually need to register on Zoom by June 17th to receive voting credentials.
All members can participate and speak during the meeting even if you did not receive voting credentials.
There are two member groups that oversee the ALA Membership Meeting. The ALA Membership Committee, comprised of fellow ALA members, provided the input and leadership in developing this virtual membership meeting.
The Resolutions Committee shall provide an advisory and channeling function for all resolutions presented for consideration, reviewing all resolutions submitted to council pursuant to the criteria established by council. The committee is also directed to provide consistent, in-depth training for all new members.
Live captioning was provided for all participants.
ALA makes every effort to use products that comply with accessibility standards, but it is not possible for us to test every operating system, browser version and/or adaptive device that might be used to access the meeting. These events utilize the Zoom platform and Zoom is indeed accessible technology that is W3C WCAG (web content accessibility guidelines) compliant. Please review the system requirements to determine whether your computer or mobile device is supported and test the system you plan to use in advance. For more information, visit the Zoom Accessibility Features page.