British and Irish Sound Archives Constitution
1.1 The organisation shall be known as British and Irish Sound Archives (BISA).
1.2 The purpose of BISA is to facilitate the exchange of information on all practical aspects of audio archiving in the United Kingdom, the Republic of Ireland, the Channel Islands and the Isle of Man, and to co-ordinate activity deemed by the membership to be in support of their professional interests.
2.1 Four categories of membership shall make up BISA.
i. Full institutional: shall be available to institutions, organisations, or corporations holding sound or audiovisual collections. That institution should designate an individual to represent them, who is then unable to hold full individual membership.
ii. Full individual: shall be available to persons professionally engaged in the work of archives and other institutions which preserve sound or audiovisual documents; including persons retired from professional engagement. Full individual membership is not open to anyone representing a full institutional member.
iii. Associate institutional: shall be available to institutions, organisations, or corporations having a demonstrable interest in the stated purposes of BISA.
iv. Associate individual: shall be available to persons having a demonstrable interest in the stated purposes of BISA.
2.2 Members in all categories shall be entitled to serve on committees, sections and task forces, attend General Meetings, and make recommendations on BISA business.
2.3 Only full individual members and representatives of full institutional members shall be eligible to hold office on the Executive Board; to vote on BISA business at the General Meetings and to vote people on to the Executive Board.
2.4 Applications for membership should be addressed to the Secretary.
2.5 Subscription fees will be determined as and when BISA sees fit and will be collected on a basis agreed by BISA.
2.6 All membership categories require annual renewal and are valid for one calendar year starting on 1 January.
3.1 BISA will be headed by an Executive Board formed by the Convenor, Secretary, Listowner, Webmaster, Treasurer and up to three Members-at-Large.
3.2 The Convenor will be responsible for overall running of the organisation, preparation of meetings and external relations.
3.3 The Secretary will be responsible for assisting with the minutes of meetings and communications of the organisation and membership enquiries and applications.
3.4 The Listowner will be responsible for setting up and maintaining the organisation's e-mail list.
3.5 The Webmaster will be responsible for setting up and maintaining the organisation's web pages.
3.6 The Treasurer will be responsible for running the organisation's financial affairs and presenting an annual financial report to the Annual General Meeting.
3.7 The Executive Board can co-opt up to three Members-at-Large to the Executive Board when additional help or expertise is required.
3.8 In December 2006, the Convenor, Secretary and Members-at-Large were appointed for one year. From November 2007, committee members will be elected by the general membership for a maximum term of four years (except the Webmaster and Listowner whose appointment is indefinite). The term of office of the Convenor and Secretary shall be staggered so they do not end at the same time.
3.9 In the event of a tied vote on the Executive Board, the Convenor has the casting vote.
4.1 There shall be at least one general meeting each year in May or as soon as possible thereafter. This meeting shall be the Annual General Meeting.
4.2 A minimum of four weeks notice is to be given to BISA members prior to any general meeting via the circulation of an agenda.
4.3 All business at the General Meeting shall be decided by a majority vote, except for amendments to the organization's constitution or dissolution.
4.4 At General Meetings, individual members have one vote, full institutional members, represented each by one nominated person, have two votes.
4.5 In the event of a tied vote, the Convenor shall have the casting vote.
4.6 Meetings shall be held in members' institutions where, ideally, no charges are made for the use of meeting rooms.
4.7 No business shall be transacted at any General Meeting unless a quorum is present when the meeting proceeds to business. A quorum will require the presence of at least twenty percent of Full Members as defined in paragraph 2.1, including at least three Executive Board members.
5.1 The Constitution of BISA shall only be amended by a two-thirds majority of the votes cast by the members at a General Meeting
5.2 A minimum of four weeks notice is to be given to BISA members prior to any resolution to amend BISA's constitution via circulation of an agenda.
5.3 The members may pronounce the dissolution of BISA only with the approval of a two-thirds majority. Any funds held by BISA at the time of dissolution, once all debts have been settled, shall be distributed to any organization with aims similar to those of BISA outlined in 1.2, or to help fund a bursary or studentship in the study of sound archives for someone based in the countries mentioned in paragraph 1.2