Terms of Reference
Name
The name of the organisation is the Co-ordinating Council of Audiovisual Archives Associations. The acronym is: CCAAA.
Objectives
- To provide the platform for the collective representation of member associations to international, government, and relevant non-governmental bodies.
- To seek to co-ordinate representational activity where this would be of general benefit to the audiovisual archive profession.
- To produce and/or endorse policy statements and position papers on key issues such as copyright, and technical standards
- To enable the exchange of information between the member organisations.
- To provide a supporting framework for projects of common interest to members
- To promote and endorse relevant project proposals seeking funding
- To encourage and support the regular occurrence of conferences on a global or regional basis, addressing issues of common concern to all member associations, within or outside the framework of other meetings.
Membership
- Membership is open to organisations whose primary objective is the support of professional AV archive activities, and whose membership is primarily institutional and international (worldwide or regional).
- Admission to membership requires that the objectives of the candidate organisation and the CCAAA are in broad agreement, and also requires approval by a 75% majority of the existing members of the Council.
- Each member organisation should normally be represented by its President and Secretary General, but may by exception be represented by one or two formally mandated nominees.
Meetings
- The Council meets once a year, and may for convenience schedule this meeting to coincide with the annual conference of one of the member organisations.
- A quorum will require the presence of more than two thirds of the membership.
- The appointed Convenor and Rapporteur will attend each meeting.
Decision-making
Normal practice will be to seek consensus as a basis for decision making. Otherwise decisions will be made on the basis of a simple majority vote of those present. In case of a tie, the current Chair will have an additional casting vote. Each member organisation shall have one vote.
Organisation
- The Council shall appoint a Convenor and a Rapporteur for a term of three years, renewable at the discretion of the Council. The duties of the Convenor shall be to draw up the Agenda in consultation with the Chairman, to convene the annual meeting, to act as Treasurer, to act as routine contact point with UNESCO, and to follow-up actions agreed at meetings, delegating tasks to the Rapporteur as appropriate. The principal duties of the Rapporteur shall be to document the meetings of the Council, to maintain the register of membership, and to provide support to the Convenor.
- The Chairmanship of CCAAA will be allocated to each member association on a rotating basis, changing each calendar year.
Publications
- The CCAAA will publish from time-to-time position and policy papers, briefing notes, recommendations etc.
- The CCAAA will maintain its own website for the dissemination of information to members and to other interested parties.
Finance
- Each member organisation is prepared to give some financial contribution to the CCAAA. This contribution, or subscription, should support the administrative costs of the Council.
- The Council will submit bids to UNESCO and other grant-making bodies to support the costs of projects including publications, surveys, public relations and lobbying activities, training workshops, and website development.
- A budget will be prepared by the Convenor for approval at each annual meeting. The budget will include a proposal for members' contributions in that year, to be approved by a simple majority of votes cast by the members.
- The Convenor will prepare and table an annual statement of receipts and expenditure, and a balance sheet, at the annual meeting.
Amendments
These Terms of reference may be amended with the approval of a two-thirds majority of the votes cast by the members.
Dissolution
The dissolution of the CCAAA may be pronounced only with the approval of a two-thirds majority of the votes cast by the members. Any funds held by the Council at that time would be distributed equally between the members current at the time of dissolution.