- Name The organisation shall be called Archives and Records Council Wales/Cyngor Archifau a Chofnodion Cymru
- Aims
- Membership
- a representative from each local government archive service
- a representative from any higher education institution which employs an appropriately qualified professional
- a representative from the National Library of Wales
- a representative from the National Museums and Galleries of Wales
- a representative from the Royal Commission on the Ancient and Historical Monuments of Wales
- a representative from the University of Wales Archive Course
- a representative from any other institution that provides a public archive and records management service approved by ballot by members at its Annual General Meeting
- The National Archives
- CyMAL
- Minute secretary (to be nominated by the Secretary)
- a representative from the Society of Archivists Wales
- a representative from the National Assembly for Wales' Information Management Division
- a representative from any all Wales Records Management Group
- Meetings An Annual General Meeting and at least two meetings of representatives should be held each year. The Annual General Meeting shall be the last meeting held in each year.
- Voting Only full members shall be allowed to vote at meetings.
- Officers
- Co-option The Council may co-opt members on a temporary basis, where appropriate. Co-option membership shall be reviewed at the Annual General Meeting.
- Task and finish groups
- Annual objectives, minutes, agendas
- Quorum
- Subscriptions
- Substitution
- Amendment of the constitution
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2.1 To influence policy on archives and records management in Wales.
2.2 To bring to the attention of the public, government or relevant institutions or organisations, matters of current concern in the field of archives and records management in Wales.
2.3 To provide a focus for collaborative projects in the field of archives and records management in Wales.
2.4 To bring together institutions and organisations involved with the administration of archives and records management in Wales and to provide a forum for the regular exchange of views between them.
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3.1 Full membership of the Council shall consist of representatives from organisations working in Wales on the following basis:
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Organisations wishing to join the Council whether as full members or as observer members and not specified in 3.1-3.2 shall submit a formal application for membership to the Secretary. All applications shall be voted on at the Annual General Meeting.
- 6.1 Chair
- 6.1.1 The Chair shall be elected annually from full members at the Annual General Meeting. Nominations should be received by the Secretary at least one week before the AGM. Any election shall be by secret ballot at the AGM.
6.1.2 No individual shall serve as Chair for more than three consecutive years.
- 6.2 Vice chair
- 6.2.1 The Vice Chair shall be elected annually from full members at the annual general meeting.
6.2.2 The Vice Chair shall normally assume the Chair when the term of the current Chair expires.
- 6.3 Secretary
- 6.3.1 The Secretary shall be elected annually from full members at the Annual General Meeting. Nominations should be received by the Secretary at least one week before the AGM. Any election shall be by secret ballot at the AGM.
- 6.4 Treasurer
- 6.4.1 The Treasurer shall be elected annually from full members at the Annual General Meeting. Nominations should be received by the Secretary at least one week before the AGM. Any election shall be by secret ballot at the AGM.
6.4.2 The Treasurer shall be responsible for collecting the subscriptions and for preparing an annual financial report which shall be submitted to members at the Annual General Meeting
6.4.3 The accounts shall be audited annually by two nominated members.
- 8.1 The Council may establish task and finish groups to discuss specific issues as appropriate.
8.2 Task and finish groups shall be given specific terms of reference.
8.3 The Council may co-opt members to all or any task and finish groups; such co-opted members need not belong to any of the organisations specified in 3.1-3.2 above.
- 9.1 The Council shall draw up a series of objectives for each year.
9.2 Minutes shall be posted on the organisation's Website at least two weeks prior to every meeting
9.3 Agendas and papers shall be circulated to members at least two weeks prior to every meeting
9.4 Papers to be circulated by members shall be sent to the Secretary at least one month prior to a meeting.
- 10.1 There shall be a quorum of twenty five per cent (25%) of full members.
- 11.1 All member organisations shall pay a subscription of £50 per annum to be collected by the Treasurer
11.2 Subscriptions can be varied by a majority vote of members at the AGM.
11.3 Members will be responsible for arranging their own travelling expenses, etc. to Council meetings
- 12.1 Full members may send a substitute to attend meetings
- 13.1 This constitution may be amended or altered by a resolution supported by two-thirds of the members present and voting at a general meeting.
13.2 This constitution shall replace the existing Archives Council Wales Guidelines.
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