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| Constitution | International Council on Archives | PARBICA |
Below is an draft version of the updated PARBICA Constitution, endorsed by the PARBICA General Conference in Brisbane, October 2009. It is currently awaiting consideration by the International Council on Archives at their next annual general meeting.
Previous amendments:
30
July - 4 August 2001, Koror and Melekeok, Palau
25-28 August 1997, Noumea, New Caledonia
As amended 27 June 1991, Pago Pago, American Samoa,
Adopted 26-27 October, 1981
Inaugural Conference, Suva, Fiji Islands
PARBICA
CONSTITUTION
WHEREAS
Article 55 of the Constitution of the International Council on Archives (ICA)
provides that archives and archivists wishing to strengthen their
collaboration within the geographical area to which they belong, may group
themselves into regional branches of ICA; and
WHEREAS
at the Inaugural Conference held at Suva, Fiji, October 26-27, 1981 it was
resolved to form a regional branch of the International Council on Archives
for the Pacific region, comprising the Pacific Island areas, including Hawai’i
and Australasia, with objectives and functions consistent with the
Constitution and activities of the International Council on Archives; and
WHEREAS
the parties of this Constitution desire to contribute to international and
regional peace and common welfare of the people of the Pacific region by
promoting collaboration among them in the mutual advancement of knowledge and
understanding, the preservation and enrichment of indigenous cultures and the
promotion of educational research;
WHEREAS,
for the Constitution of PARBICA to be in accordance with the Constitution of
the International Council on Archives and its other regional branches;
NOW
THEREFORE the Thirteenth General Conference of PARBICA, held in
1. The
name of this organisation shall be the Pacific Regional Branch of the
International Council on Archives (PARBICA).
1. The
purpose of PARBICA generally shall be to carry out the aims and objectives of
the International Council on Archives, and to:
(a.)
establish, maintain and strengthen relations between archivists of the region
and between all institutions, professional bodies and organisations which are
concerned with the administration or preservation of records and archives, or
with the professional training of archivists, especially through the exchange
of information;
(b.) promote
the management and use of records and archives and the preservation of the
archival heritage of the region, through the sharing of experiences, research
and ideas on professional archival and records management matters and on the
management and organisation of archival institutions
(c.)
facilitate the use of archives in the region by encouraging public education
and information, by making them more widely known, and by encouraging greater
ease of access;
(d.)
stimulate, organise and coordinate activities to support recordkeeping and
archives in the region;
(e.)
sponsor and/or certify professional training of regional archivists and other
recordkeeping professionals;
(f.)
cooperate with other organisations or institutions concerned with the
documentation of human experience and the use of that documentation for the
benefit of mankind.
1. Membership
of PARBICA is divided in the following categories:
Category A and B
(Voting Members):
National, state or territorial archive directorates and professional
associations of archivists from the Pacific region, which are members of the
Category C:
Institutions concerned with the administration or preservation of records and
archives, or with the professional training of archivists;
Category D:
Individuals working in the field of the administration or preservation of
records and archives, or of archival training and education, in the past or
present;
Category E:
Those who have made outstanding contributions to archival work in the region
and have been elected to honorary membership of PARBICA by the General
Conference.
2. In addition to 1 above, in accordance with article 55
(d) of the ICA Constitution, members of
3. Members
of PARBICA suspended from the exercise of the rights and privileges of
membership of the International Council on Archives shall, upon the request of
the latter, be suspended from the rights and privileges of PARBICA.
4. Members
of PARBICA, expelled from the International Council on Archives, shall
automatically cease to be members of PARBICA.
5. Any
member may withdraw from PARBICA by written notice addressed to the President.
Such notice shall take effect on 31st December of the year during which notice
was given. Such withdrawal shall not affect adversely the financial
obligations owed to PARBICA on the date withdrawal takes effect.
1. PARBICA
shall include a General Conference, a Bureau and a Secretariat.
2. The
assets and income of PARBICA shall be applied exclusively to the promotion of
its objectives and no portion shall be paid or distributed directly or
indirectly to the members of PARBICA except as a bona fide remuneration for
services rendered or expenses incurred on behalf of PARBICA.
1. The
General Conference shall consist of the following: Voting Members,
representatives of institutional members, individual and honorary members of
PARBICA.
2. The
General Conference shall determine the policies and activities of PARBICA. It
shall take decisions on programmes submitted to it by the Bureau.
3. The
General Conference shall receive and consider the reports submitted
periodically by members as requested by the Bureau.
4. Any
member has the right to speak at the General Conference and may submit
proposals or communications in writing to the General Conference through the
Secretary General.
5. The
Voting Members of the General Conference shall elect the members of the Bureau
who shall then be deemed duly appointed.
6.
The
names of candidates for the positions of President, Vice-President, Secretary
General, Treasurer and up to three additional Bureau officers are submitted
for the consideration of the General Conference by a Nominating Committee
composed of a chair chosen from among the existing members of the Bureau and
two members, none of whom shall be an existing member of the Bureau.
7. The
quorum of the General Conference shall be the simple majority of members
entitled to vote. In default of a quorum the General Conference may sit
as a consultative session with the General Conference’s functions vested in the Bureau.
8. The
right to vote at the General Conference is reserved to members in categories A
and B. In any country where there is more than one member in either category A
or B, a second vote per category is allocated. Decisions shall be made by a
simple majority of members present and voting.
9. The
General Conference may prevent a member from voting if dues are one year in
arrears.
10. The
General Conference shall meet in ordinary session biennially. It may meet in
extraordinary session if it decides to do so, or if summoned by the Bureau or
on the demand of at least two-thirds of the Voting Members.
11. At
each General Conference the venue of its next ordinary session shall be
designated. The venue of an extraordinary session, unless pre-designated by
the General Conference, shall be decided by the Bureau.
12. The
General Conference, on the recommendation of the Bureau, may invite or admit
observers at specified sessions of the General Conference.
1. The
Bureau shall consist of the President, Vice-President, Secretary-General,
Treasurer, Editor and up to three additional elected officers until the next
General Conference. The President and officers must be working in the field of
the administration or preservation of records and archives, or of archival
training and education (see Article 57 of the
2. Members
of the Bureau shall serve from the close of the General Conference which
elected them until the close of the next ordinary session. Office bearers
shall be eligible for re-election to the same office, but shall not serve more
than eight years consecutively in the same office.
3. In
the event of death or resignation of a member of the Bureau, the vacancy for
the remainder of that term shall be filled by appointment of the Bureau, after
consultation with and upon the recommendation of the organisation represented
by the member.
4. The
Bureau is responsible for managing the current business of PARBICA, shall
prepare the agenda for the General Conference and shall recommend the
programme of work and corresponding budget estimates.
5. The
Bureau shall be responsible for the execution of the programme adopted by the
General Conference.
6. The
Bureau shall have the delegated power to admit new members in categories A, B,
C and D. Applications not approved unanimously by the Bureau will be referred
to the next meeting of the General Conference, which will decide on the
application by a simple majority vote.
7. Subject
to decisions of the General Conference, the Bureau shall adopt its own rules
of procedure, and shall have the power to make rules and regulations governing
the procedures for the conduct of the General Conference.
8. The
Bureau shall meet at least once a year, and shall meet in special
circumstances if convened by and on the initiative of the President or upon
the request of the majority of members of the Bureau.
9. The
Bureau is authorised between General Conferences, to take such action or make
such decisions as circumstances may require, including the power to co-opt
necessary expertise, provided that notice of such action or decisions shall be
transmitted to the next General Conference at the earliest possible date, and
subject to the endorsement of such actions or decisions of that General
Conference.
10. The
Bureau shall report briefly on its activities to the International Council on
Archives as directed by the Executive Board of the
11. Members
of the Bureau shall exercise the powers delegated to them by the General
Conference on behalf of PARBICA as a whole.
12. Visiting
PARBICA members not being members of the Bureau shall be allowed to attend the
meetings of the Bureau in the capacity of observers, and at the discretion of
the President.
13. The
presence of two-thirds of the members at the meeting of the Bureau shall
constitute a quorum.
1. The
Secretariat shall consist of such staff as may be required. Its location shall
be decided by the General Conference.
2. The
Secretariat shall be the administrative office of the Bureau and shall be
responsible to the President.
3. The
Secretariat shall administer and be the custodian of all properties of PARBICA.
1. The
General Conference shall approve and give final effect to the budget and to
the apportionment of financial obligations of members.
2. The
Treasurer, with the approval of the Bureau, may receive any donations, gifts,
bequests and subventions directly from international organisations,
governments, public and private institutions, foundations, associations and
individuals.
3. The
Treasurer shall present to the Bureau an audited Statement of Accounts, copies
of which shall be furnished to the Voting Members of PARBICA.
1. PARBICA
shall provide regular communications with its constituency in an appropriate
format, be it electronic or paper, including a newsletter or journal published
at least once a year and other publications as required.
2. The
Bureau shall appoint an Editor who may or may not be a member of the Bureau.
The Editor may call upon assistance as required.
3. Members
of PARBICA of all categories are entitled to free copies of the PARBICA
newsletter or journal.
4. Publications
may be sold to non-members of PARBICA on a subscription basis, rates to be
determined by the Bureau.
1. PARBICA
shall work in close collaboration with the International Council on Archives
and its organs in the pursuit of their common aims and objectives.
2. The
President of PARBICA serves as a member of the Executive Board of the
International Council on Archives. A substitute for the President will be
elected by and from the Bureau. (see
3. PARBICA,
through its President or substitute, shall represent the International Council
on Archives in the Pacific region.
4. PARBICA
shall invite the President and the Secretary-General of the
1. Proposals
for amendments to this Constitution shall become effective upon receiving the
approval of the General Conference by a two-thirds majority. The draft texts
of proposed amendments shall be communicated by the Secretary-General to the
Voting Members at least three months in advance for consideration by the
General Conference.
1. PARBICA
may terminate its activities or give up the title of Regional Branch following
a decision taken in its General Conference, in compliance with article 44 of
the ICA Constitution. The decision must be communicated to the President of
the International Council on Archives.
2. In
the event that the activities of PARBICA are terminated, its remaining assets
after dissolution and the satisfaction of all debts and liabilities, shall be
paid and applied by PARBICA in accordance with its powers to the International
Council on Archives (ICA).
1. The
English text of this Constitution shall be regarded as authoritative.
2. Any
question or dispute concerning the interpretation of this constitution shall
be determined by the PARBICA General Conference under its adopted rules of
procedure.
1.
This
Constitution shall be considered to have effect from the date of its adoption
by the General Conference on 12 October 2009, subject to its approval by the
Executive Board of the International Council on Archives.
| Constitution | International Council on Archives | PARBICA |
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