Resolutions Committee Proposed Revision to ala-apa council Resolutions




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2008-2009 APACD#13

2009 Midwinter Meeting



Resolutions Committee

Proposed Revision to ALA-APA Council Resolutions
[Language struck from the current ALA-APA Guidelines for Preparation of Resolutions for Council has a double strikethrough. Additional language added is in italics.]

ALA-APA Council Resolutions: Guidelines for Preparation of Resolutions to ALA-APA Council


The following guidelines are addressed to individuals and units preparing resolutions to come before ALA-APA Council.
Definition: 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). A standard template for resolutions is provided at the end.
1. A resolution should be complete so that, upon passage, it becomes a clear and formal expression of the opinion or will of the assembly.
2. Resolutions, including memorials, tributes, and testimonials, must show the initiating unit, mover, and seconder. Local telephone numbers must be given for movers and seconders. Committee resolutions need no second. and provide specific contact information from submitting parties. A resolution without a sponsor will not be presented.
3. The resolution should address only one topic or issue. a specific topic or issue, use concise direct language, conform to proper grammar, and present an affirmative identifiable action.
4. The terms used in a resolution should be readily understandable or have specific definition.
5. The intent, objective, or goal of the resolution should be clear to all. The resolution form should state whether the resolution sets forth a general policy, an ALA -APA viewpoint, or a specific call for action. The intent, objective or goal of the resolution should be clear and purposeful.
6. All ALA -APA position statements shall set forth their relationship to librarians and other library staff. Resolutions should clearly support ALA-APA’s mission, core values and/or strategic directions.
7. If the resolution calls for a specific action or course of action in certain circumstances, the resolution should specify the resources needed to carry out the directive.


  1. If the resolution calls for specific action or program with a timetable, the timetable shall be clear and achievable.




  1. If the resolution is addressed to or refers to a specific group or groups, it shall name the group or groups in the “resolved” clause. Resolved clauses at the end of a resolution gain in clarity, 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…”. (See sample on p. 5)




  1. The mover of a resolution shall state on the resolution form whether the resolution amends or creates policy and shall identify the policy being changed and/or indicate the portion of the resolution to be cited as policy. If a policy set forth conflicts with another policy, provision to resolve the conflict shall be made. All ‘Resolved” clauses within a resolution should also use the objective, rather than the subjunctive (e.g. “Now therefore be it resolved by the [American Library Association], that, 1. Supports… 2. Provides ...” NOT the subjunctive form of the verb “Resolved that the American Library Association, 1. Support… 2. Provide…”)




  1. 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.


Process:



  1. All resolutions submitted by Council members must be sent to the ALA-APA Resolutions Committee for review and must be accompanied by a completed ALA Resolution Form.




  1. All resolutions must be submitted either by a voting member of ALA-APA Council, or a member of an ALA -APA Committee or appointed body, reporting recommendations to ALA-APA Council; memorial resolutions, tributes, and testimonials may be exempted from this guideline.




  1. All resolutions, including memorials, tributes, and testimonials, must show the initiating unit, mover, and seconder. Local telephone numbers must be given for movers and seconders.




  1. The rules of ALA-APA Council require submission of resolutions 24 hours prior to presentation to ALA-APA Council to allow time for reproduction and distribution. Resolutions must be submitted 24 hours prior to presentation to ALA-APA Council to allow time for reproduction and distribution. If there are fewer than 24 hours between the adjournment of one Council session and the convening hour of the final Council session, resolutions may be submitted within 90 minutes following adjournment of that first Council session.




  1. The ALA-APA Resolutions Committee must submit to the Executive Director and the ALA-APA Budget Analysis and Review Committee (BARC) all resolutions deemed to have fiscal implications at least 24 hours before they appear on the Council agendas so that BARC can provide fiscal information as required in by ALA policy. Standing committees of ALA-APA and ALA-APA Council presenting resolutions to Council will follow the same process of submission to the Executive Director and BARC. Committee resolutions need no second.




  1. Memorial resolutions, tributes, and testimonials will be presented to ALA-APA Council at the beginning of the last session of ALA-APA Council at each Midwinter Meeting and Annual Conference:

    1. If copies are to be sent to other parties, the maker of the resolution shall provide names and addresses.

    2. All memorial resolutions, tributes, and testimonials should be seconded.

    3. Presiding officer will read the names of persons/organizations recognized by a formal resolution; the names will be displayed on the screen and copies of each resolution will be available at the information table.




  1. ALA-APA Council members may submit a resolution or resolutions prior to the Annual Conference or Midwinter ALA-APA Council meetings by communicating the resolution to the chair of the ALA-APA Council Resolutions Committee through electronic mail or other means of information transfer.



The revised standard format for resolutions is as follows. (See sample on next page).
Title of Resolution
Whereas, The _______ (first Whereas clause);
Whereas, There has been ______(subsequent Whereas clauses);
Whereas, _____(next to last Whereas clause); and
Whereas, _____ (last Whereas clause); now, therefore, be it
Resolved that the American Library Association (ALA) urges (or other appropriate action verb)
1. (first action to take or advocacy position to express without repeating ‘be it resolved’);
2. (second action to be taken);
3. (third action and so on); and
#. (final action)
Mover: Name + contact info
Seconder: Name + contact info

[ALA Resolution Form follows]




SAMPLE OF RESOLUTION SUBMITTED TO RESOLUTIONS COMMITTEE
RESOLUTION ON IMPROVING THE FEDERAL DEPOSITORY LIBRARY PROGRAM AND PUBLIC ACCESS TO GOVERNMENT INFORMATION
WHEREAS, The Federal Depository Library Program (FDLP) was designed to provide public access to government information through a cooperative network of geographically dispersed depository libraries; and
WHEREAS, The FDLP faces many economic and technological challenges, including the modernization of the delivery methods for government information; and
WHEREAS, A vast number of both print and born-digital publications are not included in FDLP, resulting in less public access and no guarantee of any future access; and
WHEREAS, The Government Printing Office (GPO) has taken leadership coordinating efforts to convert print and microform government information to electronic format; and
WHEREAS, Regional depository libraries need financial and logistical support for maintaining retrospective hard copy collections of government publications; and
WHEREAS, GPO has created a valuable resource in the Catalog of Government Publications (CGP), providing cataloging records for both tangible and electronic publications for 1976 to the present; and
WHEREAS, There are many individual initiatives by depository libraries across the country to create bibliographic records for portions of pre-1976 and fugitive government publications; and
WHEREAS, There is no complete inventory or comprehensive catalogue of government publications necessary to facilitate efforts such as large-scale cooperative services, collection development, and housing of materials; and
WHEREAS, A thorough understanding and documenting of all the current strengths, problems and challenges facing all of the libraries participating in the FDLP does not exist; now, therefore, be it
RESOLVED, That the American Library Association (ALA):
1. Urges the Government Printing Office (GPO) to give priority to expanding the scope of the Federal Depository Library Program (FDLP) collection by capturing a greater percentage of digital and print fugitive government information products.
2. Urges the GPO to develop a plan to expand partnerships for digital retrospective conversion and born digital capture with standards based curation.
3. Urges the GPO and the National Archives and Records Administration (NARA) to accept and archive digital copies resulting from cooperative government information digitization efforts.
4. Urges the GPO to explore within current law all options for cooperative collection development and maintenance, including shared housing agreements between regional depositories and selective depositories.
5. Urges the GPO to create an inventory of all government publications held in depository libraries.
6. Urges the GPO to coordinate depository library cataloging projects for pre-1976 and fugitive publications, and to incorporate them into the Catalog of Government Publications (CGP).
7. Urges the GPO to carry out a series of focused studies that together provide a comprehensive accounting of the issues facing the FDLP and the participating libraries.
8. Urges Congress to allocate sufficient appropriations to GPO to undertake these initiatives.
Mover: Larry Romans, Executive Board, Anaheim Hilton

Seconders: Francis Buckley, Executive Board, Anaheim Hilton

Kevin Reynolds, Tennessee Chapter Councilor, Anaheim Hilton

ALA RESOLUTION FORM
This Form must be filled out and attached to all resolutions submitted to ALA-APA Council by voting ALA-APA Council members. (See sample on next page.)


  1. TITLE OF RESOLUTION




  1. ALA UNITS AND/OR COMMITTEE CONSULTED (IF ANY):




  1. ENDORSEMENTS BY ALA UNITS AND/OR COMMITTEES (IF ANY):




  1. FISCAL IMPLICATIONS (specify the resources needed to carry out the resolution’s directive(s))




  1. LIST ALL PARTIES TO WHOM RESOLUTION SHOULD BE SENT:




  1. IMPACT ON ALA POLICIES AND POSITIONS




  • If the resolution sets forth a general policy or an ALA viewpoint, describe.

  • If this resolution necessitates a change in existing policy, state the policy number and the change

  • If this resolution establishes new policy, describe.

  • If this resolution conflicts with existing policy, state provisions for resolving the conflict.




  1. INITIATING COMMITTEE OR UNIT (IF ANY):




  1. INCLUDE ANY PERTINENT BACKGROUND INFORMATION (e.g. bibliography, citations, supportive quotes, URLs, etc.):




  1. MOVER/SECONDER INFORMATION:

Mover's Name and Local Telephone Number


Seconder's Name and Local Telephone Number:

SAMPLE OF COMPLETED ALA-APA RESOLUTION FORM

SUBMITTED WITH RESOLUTION
ALA-APA RESOLUTION FORM
This Form must be filled out and attached to all resolutions submitted to ALA-APA Council by voting ALA-APA Council members.


  1. TITLE OF RESOLUTION
    Resolution on Improving the Federal Depository Library Program and Public Access to Government Information




  1. ALA UNITS AND/OR COMMITTEE CONSULTED (IF ANY):
    To be consulted: GODORT, COL




  1. ENDORSEMENTS BY ALA UNITS AND/OR COMMITTEES (IF ANY):
    None




  1. FISCAL IMPLICATIONS (specify the resources needed to carry out the resolution’s directive(s)
    None




  1. LIST ALL PARTIES TO WHOM RESOLUTION SHOULD BE SENT:

Government Printing Office, Joint Committee on Printing, other U.S. library organizations.


  1. IMPACT ON ALA POLICIES AND POSITIONS



If the resolution sets forth a general policy or an ALA viewpoint, describe.

If this resolution necessitates a change in existing policy, state the policy number and the change

If this resolution establishes new policy, describe.

If this resolution conflicts with existing policy, state provisions for resolving the conflict.




  1. INITIATING COMMITTEE OR UNIT (IF ANY):
    None




  1. INCLUDE ANY PERTINENT BACKGROUND INFORMATION (e.g. bibliography, citations, supportive quotes, URLs, etc.):




  1. MOVER/SECONDER INFORMATION:

Mover's Name and Local Telephone Number

Larry Romans, Hilton Anaheim, 714-750-4321

Seconder's Name and Local Telephone Number:

Francis Buckley, Hilton Anaheim, 714-750-4321



Kevin Reynolds, Hilton Anaheim, 714-750-4321



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