BISA Terms of Reference
1 Introduction
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 Membership
BISA will have an informal membership model. Membership will be free of charge. People acting as individuals and those representing institutions can attend BISA events and activities, contribute to and inform its activities. All members are eligible to join the BISA committee (defined below).
3 Governance
3.1 BISA will be organised by the BISA Committee. The committee will have at least 3 and no more than 9 BISA members. New committee members will be co-opted or elected at general meetings as required.
3.2 The committee will have a Treasurer who will be responsible for managing finances, payment of expenses and incoming finances using the BISA bank account.
3.3 The committee will have a designated Secretary who will be responsible for preparing meetings, taking minutes of meetings and assisting communications of the organisation.
3.4 Other roles will be delegated to committee members as required in order to deliver the activities of BISA.
3.5 Committee roles will last between general meetings with confirmation of roles or election of new committee members taking place at general meetings as required. Voting arrangements may be required
3.6 All committee roles will be on a unpaid voluntary basis.
4 General Meetings
4.1 BISA commitee aim to hold a general meeting on an annual basis, and, where possible, at in person BISA events. However, there is no commitment for BISA to hold general meetings on an annual basis.
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.
5. Communications
5.1 BISA will use a mixture of methods to communicate to membership in order to share information and promote BISA activities.
5.2 BISA committee will be responsible for managing and maintaining regular communications with membership as deemed appropriate and in regular consultation with members.
6. Training & Events
6.1 BISA committee will organise a training and event programme in consultation with membership
6.2 Training and event programme can be a mixture of in-person and online activities to suit membership and to meet the purpose of BISA
6.3 Training and events will be charged at reasonable rates in order to cover any expenses incurred by BISA. BISA committee will be responsible for setting pricing for events.
7. Finances
7.1 BISA will manage its finances through a bank account managed by BISA Committee, primarily by the Treasurer.
7.2 BISA will generate income by charging for events, activities and raising funds through funding grant applications and through attracting commercial sponsorship as appropriate.
7.3 Those incurring expenses for delivering events and training as appropriate, and the committee reserve the right to negotiate
7.4 A short financial update either written, or delivered verbally, will be given by the Treasurer at general meetings.
8 BISA Terms of Reference
8.1 Terms of reference will be reviewed and updated as agreed at general meetings.
8.2 In the event that BISA becomes inactive, or chooses to cease operating, through a general meeting, a general meeting should be held to determine how to allocate or redistribute any remaining balance in the BISA bank account.
Update Approved at BISA General Meeting, 16 May 2025