Organization and Structure
SWARBICA is composed of a General Conference, an Executive Board, and a
Secretariat. The Executive Board may establish professional committees as
required by the programs of SWARBICA.
General Conference
Executive Board
Secretariat
General Conference
- The General Conference shall comprise representatives of the National
Members, and Institutional Members, and also Individual Members and the Honorary
Members.
- The General Conference shall determine the policies and activities of
SWARBICA, and shall take decisions on programmes submitted to it by the
Executive Board.
- The General Conference may appoint such
Standing Committees or Groups as are considered necessary for achieving any of
the objects laid down in Article 2.
- The General Conference shall confirm the National nominations for
membership of the Executive Board and shall elect the office-bearers, from
among the National, Institutional and Individual Members
- The presence of a majority of the National Members at the General
Conference shall constitute a quorum.
- Each National Member shall have one vote and all the Institutional Members
of a country collectively shall cast one vote in the General Conference. The
majority of such members present and voting at a meeting shall decide an issue.
- The General Conference may prevent a National Member from voting if the
total amount of contributions due from him exceeds the total amount of
contributions payable by him for the current year and the immediately preceding
calendar year.
- The General Conference shall ordinarily meet biennially. It may, however,
meet in extraordinary session, if it considers it necessary, or if summoned by
the Executive Board, or on the demand of at least two-thirds of the National
Members.
- At each General Conference the venue of its next meeting shall be decided,
excepting in the case of extraordinary sessions, which shall be decided by the
Executive Board.
Executive Board
- The Executive Board shall consist of a
Chairman, a Vice-Chairman, a
Secretary-General, a Treasurer, and as many other members as may be necessary to
represent each country on the Executive Board.
- The tenure of members of the Executive Board shall be from the close of
the session of the General Conference which elected them until the end of the
next ordinary session.
- In the event of death or resignation of a member of the Executive Board,
the vacancy for the unexpired portion of his term shall be filled by the
Executive Board.
- The Executive Board shall prepare the agenda for the General Conference
and shall recommend for its consideration programmes of work and corresponding
budget estimates.
- The Executive Board may appoint ad-hoc groups for professional and
organisational purposes.
- The Executive Board shall be responsible for the execution of the
programme adopted by the General Conference.
- The power to admit new members shall be exercised by the Secretary-General
on behalf of the Executive Board in accordance with the terms of Article 3.
- The Executive Board shall receive and consider the proposals submitted by
any member.
- The Executive Board shall have power to adopt its own rules of procedure,
subject to the approval of the General Conference.
- The Executive Board shall ordinarily meet at least once a year, and may
meet in special session if convened by the Chairman on his own initiative, or
upon the request of the majority of the members of the Executive Board.
- The Executive Board shall send a report on its activities to reach the
Executive Secretary of the International Council of Archives three months before
the date fixed for the meeting of the International Council on Archives
Executive Committee.
- The presence of the majority of the members at a meeting of the Executive
Board shall form the quorum.
Secretariat
- SWARBICA shall have a Secretariat consisting of such staff as may be
required, which shall function as its administrative office. Its location shall
be decided by the General Conference.
- The Secretary-General shall act as the executive head of the Secretariat,
and shall be responsible to the Chairman and the Executive Board.
- The Secretariat shall administer and be the custodian of all the
properties of SWARBICA.
Custody of the archives created by SWARBICA, including current files, shall
remain with the Secretariat, wherever located.
