1

a

The society will be known as the Irish Society for Archives
(Cumann Cartlanníochta Éireann).

b

The objects of the society shall be

i

to promote the preservation of archives,

ii

to aid in the rescue of archives or archival material,

iii

to promote increased access to and use of archives,

iv

to undertake the study of archives and the dissemination of information about them,

v

to increase public interest in all matters pertaining to archives,

vi

to co-operate with institutions and persons concerned with or interested in archives,

vii

to take such action as shall further the foregoing objects.

2

a

The executive committee shall be the governing body of the society and shall consist of:

i

a chairperson of the society directly elected at an Annual General Meeting of the society,

ii

eleven other members directly elected at an AGM.

b

Any person nominated for election as chairperson or an executive committee member must, if present at the meeting, confirm his/her willingness to serve if elected to the position in question or if not so present must have confirmed such willingness to his/her proposer in advance of his/her nomination.

c

In the event of more than one candidate for chairperson being nominated at an AGM, the members present shall choose the chairperson by secret ballot. In the event of an equality of votes between two or more candidates, the choice between the candidates shall be determined by lot.

d

In the event, following the election of the chairperson, of their being more than eleven nominations for the remaining positions on the executive committee, the members present shall choose the eleven by secret ballot. Members present will vote by naming on their ballot papers eleven or fewer of the candidates. In the event of there being an equality of votes between two or more candidates for the final position or positions on the committee, the choice between theses candidates shall be determined by lot.

e

The chairperson and the eleven other members of the executive committee shall serve for a term of one year.

3

At its first meeting following an AGM the executive committee shall choose from amongst its members the following officers: Vice-Chairperson, Secretary, Treasurer, Editors (two), Publicity Officer, Membership Secretary.

4

The executive committee shall arrange for the holding of such meetings and other functions and for the issue of such publications as in their judgement are best calculated to carry out the objects of the society.

5

The executive committee shall direct and manage the property and affairs of the society in accordance with the terms of the constitution.

6

The executive committee shall have power to appoint sub-committees and officers for special duties and representatives to other cognate bodies and societies, with powers to be defined at the time of such appointments.

7

Five members shall constitute a quorum for a meeting of the executive committee. Any four committee members may demand a meeting of the committee and the secretary shall, on receipt of such a request, convene a meeting.

8

a

The chairperson of the society shall serve as chairperson of the executive committee: in his/her absence the vice-chairperson shall preside; in the absence of both the chairperson and vice-chairperson, a member of the said committee chosen by the other members present shall preside.

b

The executive committee shall maintain a register of members.

9

At any meeting of the executive committee each member of the committee present shall have one vote and a majority of one shall decide any issue. In the case of a tie, the chairperson of the meeting shall have a casting vote in addition to his/her personal vote. Voting shall be by secret ballot if any two members so demand.

10

ACCOUNTS: The executive committee shall cause to be kept proper and sufficient accounts of all funds, receipts and expenditure of the society. Such accounts shall be kept  by the treasurer. The financial year of the society shall commence on 1 January and end on 31 December in each year and the financial statement shall be placed before the AGM next following.

11

ANNUAL REPORT: The executive committee shall at the AGM present to the members of the society a report on the financial and other affairs of the society and the proceedings of the society in general during the previous year. The report shall include a record of the attendances of each member at executive committee meetings during the previous year.

12

No article shall be so construed as empowering the executive committee to act contrary to the majority decision of the ordinary or extraordinary general meeting on any matter of which due notice has been given, whether or not such a matter is ordinarily managed by the committee. The committee may, however, after due notice, convene an extraordinary general meeting for the purpose of confirming of reversing any decision.

13

Regional committees and/or sub-committees may be constituted for any purpose which the executive committee may deem fit in the interests of the society.

14

A regional committee may appoint officers to manage its affairs so far as domestic matters are concerned.

15

A regional committee may make its own rules which must not conflict with the constitution of the society and provided that such rules shall be submitted to the executive committee for its prior approval.

16

A regional committee shall not levy any charge upon its members, except with the approval of the executive committee.

17

The executive committee may, at its discretion, grant monies from the funds of the society to a regional committee for purposes which have been communicated in writing to the executive committee by the said regional committee.

18

a

ANNUAL GENERAL MEETING: The AGM of the society shall be held for the purpose of receiving the report of the executive committee, which report shall include the reports of the secretary and the treasurer, and for the election of the executive committees for the ensuing year and for any other business of which due notice shall be given.

b

The AGM should normally be held in the first two months of the year. Notices of motions for the AGM, proposed and seconded by current members shall be given to the secretary by the 1st of January preceding the announced date of the meeting. Members of the society shall receive fourteen days notice of the date of the AGM and shall receive the agenda of this meeting together with notices of motions.

19

EXTRAORDINARY GENERAL MEETING: An extraordinary meeting of the society may be called by the executive committee for a specific purpose at any time. An EGM must be called within thirty days upon presentation to the secretary of a requisition signed by not fewer than twenty members and stating the business for which it is to be called. Due notice of such meetings shall be given to members by the society.

20

A secret ballot may be demanded at any general meeting by any three persons present and entitled to vote, and if so demanded, the said ballot shall be taken in such a manner as the chairperson of the meeting so directs. In the case of a tie the chairperson shall have a casting vote in addition to his/her personal vote.

21

QUORUM FOR MEETINGS: The quorum of any Annual or Extraordinary General Meeting shall be ten of those persons entitled to be present and to vote. If a quorum be not present within half an hour of the time fixed for the meeting, the chairperson shall declare the meeting postponed to a later date of which seven days notice shall be given. If, during a meeting, a quorum ceased to be present the chairperson may declare the meeting adjourned. Nothing in this article shall invalidate a decision reached while a quorum was present.

22

ALTERATIONS TO THE CONSTITUTION: Proposals for alterations or additions to the articles of the constitution must previously be submitted to the secretary and such alterations or additions can only be made by resolution at a general meeting of members and a simple majority shall carry any such proposals.

23

The chairperson shall preside at all meetings of the society; in his/her absence the vice-chairperson shall preside; in the absence of both the chairperson and vice-chairperson, the meeting shall elect some other member present to preside.

24

PROPERTY AND FUNDS:

a

The executive committee shall have power to keep a proper working balance on current account at its bankers, and if it thinks fit to keep money also on deposit account. The property and funds of the society shall be vested in the executive committee for the time being.

b

The signature of two members of the executive committee shall be required for drawing upon the funds of the society.

25

Each member of the executive committee shall be accountable in respect of his/her own acts only and shall not be accountable for any acts done or authorised to which s/he shall not have expressly assented. No member shall incur any personal liability in respect of any loss or damage incurred through any act, matter or thing done in good faith for the benefit of the society.

26

MEMBERSHIP:

a

The membership shall consist of institutions and persons concerned with or interested in the preservation, care, use or publication of archives (or any aspect of these). Each institution shall have a single vote at an Annual or and Extraordinary General Meeting exercisable by a representative present at the meeting and authorised in writing by the said institution to vote on its behalf.

b

The executive committee shall decide whether or not to admit individuals and institutions as members subject, in the event of a refusal, to a motion to override such a decision being brought before and passed at an Annual or Extraordinary General Meeting.

c

The annual subscription for individual and institutional membership and any proposals for reductions in subscriptions payable by individuals, classes pf persons or institutions shall be decided on by the AGM having received the advice of the executive committee.

d

A member in arrears for more than one year shall be deemed to have resigned from the society.

27

HONORARY LIFE MEMBERSHIP: Persons who have made an outstanding contribution to archival studies or development shall be eligible for election to honorary life members. Honorary life members shall be elected at an AGM, on the nomination of the executive committee. There shall be no more than five honorary life members at any one time.