Constitution




Elisad Constitution 2000

1. Name of the Association 2. Aims 3. Activities 4. Official publications 5. Membership 6. Classes of membership 7. Admission of members 8. Termination of membership 9. Meetings of the Association 10. Officers of the Association 11. Tasks and responsibilities of the officers 12. Election of the Executive Board members 13. Executive Board 14. Funds 15. By-laws 16. Amendments to the Constitution 17. Dissolution clause 18. Litigation and conflicts

Name of the association. Article 1
The name of the association is: Elisad, European Association of Libraries and Information Services on Alcohol and other Drugs.

Aims. Article 2
Since 1988 the Elisad network has the following purposes:
	To promote exchange of information and collaboration between the participating European libraries, institutions, information services and centres as well as individuals in the field of information on alcohol and other drugs.
	To promote the unimpeded and efficient flow of information in the field of alcohol and other drugs in machine-readable form.

Activities. Article 3
Elisad is the means through which European libraries and information services in the field can formulate their goals, exert influence as a group, protect their interests and find solutions for global problems. Elisad also promotes the library and information services in developing countries. The activities of the Association are:
	To organise a conference - at least once a year in various cities in Europe - dealing with information and documentation problems in the field of alcohol and other drugs of abuse. This implies active soliciting, reviewing, and accepting invitations as well as participating in the formulation of the programmes.
	To be a European focal point for information and a forum for discussion and training on new developments that occur in the librarian professional field.
	To produce and update a Directory of the European information services in the field.
	To produce any information service or publication needed to strengthen the network of members.
	To improve the interaction of information specialists with scientists and others who seriously seek information on alcohol and drugs.
The Association may further its purposes by any legal means.

Official publications. Article 4
The Association can edit its own publications upon decision of the Executive Board or of the Ordinary Meeting of members.

Membership. Article 5
Membership of the Association is open for libraries, information centres, information services, institutions and individuals dealing with the subject named above.

Classes of membership. Article 6
There shall be two classes of members: full membership and associate membership:
	Full membership is open to legal entities and individuals who have interest in the documentation and information services in the field of alcohol and other drugs and work within the geographic region of Europe.
	Associate membership is open to legal entities and individuals not having an established place of work in the above named field within the region of Europe.

Admission of members. Article 7
The Executive Board shall examine applications for full or associate membership and shall admit an applicant if all entry requirements are met.

Termination of membership. Article 8
Membership shall cease:
	if the member ceases to exist,
	upon resignation in writing by the member,
	upon termination by the Association,
	upon expulsion.

Meetings of the Association. Article 9
Ordinary meetings of full members shall be held, when such is required by the Constitution and at least once a year, and further at times and places in Europe to be determined by the Executive Board. The Ordinary Meetings shall be held in connection with the Association annual conferences. Three months before, notice must be given to each member of the Association of the date, time and place of each Ordinary Meeting.
Extraordinary meetings may be held at such other times as the Chairman shall decide, after consulting with the officers. At least thirty days' notice shall be given to each member of the date, time and place of an Extraordinary Meeting.
1. The meeting is competent in all matters which have not been conferred by the Constitution to the Executive Board of the Association. 2. Only full members may vote and each full member is entitled to a single vote. 3. An action to be resolved by postal vote shall require a majority of all those entitled to vote unless specified otherwise. 4. Associated members shall be admitted to the meeting by permission of the Executive Board. 5. The quorum for the meeting is one third of all full members. 6. Absent full members may authorise another full member to deliver their votes according to their instruction. The authorisation, but not the instruction, shall be presented in writing. Absent full members delivering their votes by proxy shall be considered to be present for the purposes of this Constitution. 7. The agenda, including all draft resolutions for a meeting shall be mailed to full members not less than 15 days prior to the date of the meeting. 8. Resolutions of the meeting shall require the absolute majority of the votes validly cast by full members present at the meeting and including proxy votes, except where otherwise stipulated in the Constitution. 9. In case of an election of persons, voting will be done by ballot. 10. All meetings shall be reported, inclusive of minority votes when requested. The draft minutes of the meeting shall be approved by two full members present at the meeting and appointed by the meeting for this task. After ratification, the minutes shall be submitted to all members, full and associate. 11. The Ordinary Meeting is entitled to vote on the address of the head office of the Association. This decision must be approved by two-thirds majority of the members present at the meeting plus proxy votes. 12. The Ordinary Meeting decides on the annual membership fees.

Officers of the Association. Article 10
The officers of the Association shall be:
	Chairman,
	Vice-Chairman,
	Past-Chairman (ex officio),
	Secretary,
	Treasurer.
Each officer can be seconded by another Board member qualified as assistant.
The Executive Board, at the closing of the Ordinary Meeting elections, decides on the nomination of the officers.
The Executive Board can nominate among its members one of them to become the next Chair of the Association.

Tasks and responsibilities of the officers. Article 11
1. Chair / Vice-Chair: the role of the Chair is to lead the Executive Board, ensuring that it fulfils its responsibilities, and to act as a channel of communication between the Board and Elisad members. His/her responsibilities will cover:
	together with the Treasurer, all civil and legal acts of the Association,
	planning of Board meetings and Ordinary Meetings,
	setting agendas for board meetings and Ordinary Meetings,
	monitoring that decisions taken at meetings are implemented,
	representing Elisad at functions, meetings and acting as a spokesman as appropriate.
The Vice-Chair acts for the Chair when the last is not available and undertakes assignments at the request of the Chair.

2. Secretary: his/her role is to support the Chair by ensuring the smooth functioning of the Board. His/her responsibilities will include either doing the following tasks or delegating them to another Board member:
	preparing the agendas with the Chair / Vice-Chair,
	write the minutes of the meetings,
	ensuring that the minutes of the Ordinary Meetings are approved at the following annual Ordinary Meeting,
	checking that the quorum is present,
	circulating agendas, papers and minutes, receiving agenda items from other members,
	inform the applicants for full and associate membership about the obligatory dues in connection with the acceptance,
	inform the Chair and Treasurer about new applicants,
	call for candidates in the election for vacancies in the Executive Board,
	call for candidates in the election for vacancies in the Executive Board,
	complete the Directory of members after the Executive Board admitted the applicants for membership, and send the Directory to all Elisad members,
	representing Elisad at functions, meetings and acting as a spokesman as appropriate upon decision of the Chair or the Executive Board.
Upon decision of the Executive Board, the expenses engaged by the Secretary to fulfil his/her tasks can be repaid by the Association.

3. Treasurer:He takes the lead in overseeing the financial affairs of the Association, ensuring its financial viability and that proper accountancy is maintained. His/her responsibilities will cover:
	together with the Chair, all civil and legal acts of the Association,
	overseeing, approving and presenting budgets, accounts and financial statements,
	that the financial resources of the Association meet its present / future needs,
	preparation and presentation of financial reports to the Board,
	ensuring that appropriate accounting procedures and controls are in place,
	liaison with the Board about financial matters,
	ensuring that financial investments are consistent with the aims of the Association,
	monitoring the Association investment activity and ensuring its consistency with the Association policies and legal responsibilities,
	ensuring that the Association accounts are prepared in the form required by law and any recommendations of the auditors implemented,
	ensuring that new members are invited to pay the membership fee and remind all members of this duty each year. In case of defaults, reminders should be sent out to those members to urge them to pay,
	keeping the Board informed about its financial duties and responsibilities,
	contributing to the fund-raising strategy of the Association,
	making a formal presentation of the accounts at the Ordinary Meeting and drawing attention to important points in a coherent and easily understandable way,
	managing all the Association bank accounts.
Upon decision of the Executive Board, the expenses engaged by the Treasurer to fulfil his tasks can be repaid by the Association.

Election of the Executive Board members. Article 12
1. Candidatures for the election of the Executive Board members must be received by the Secretary at last one month before the Ordinary Meeting at which the election shall take place. Members must be informed on these candidatures at last 15 days before the Ordinary Meeting. Elected officers will assume their office at the close of the Meeting at which they are elected.
2. Upon the election of a new Chairman, the outgoing Chairman automatically assumes the office of Past-Chairman.

The Executive Board. Article 13
The Association is governed by the Executive Board. The Board shall consist of a minimum of five to a maximum of nine members: five officers and four other members. Each member of the Executive Board is elected for two years, except the Past-Chair (12.2). The term of office for all Board members shall be arranged so that one half of them will retire at each Ordinary Meeting, except the Past-Chair (12.2). Each member is re-eligible after the term of his office.

Funds. Article 14
	The funds of the Association will be from membership fees, donations and any other sources.
	Members shall pay an annual membership fee which shall be recommended by the Executive Board and approved by a two-thirds majority of members present at a meeting.
	The membership fee shall be different for full members and for associate members.
	The annual membership fee shall be payable to the Treasurer in Euros.

By-laws. Article 15
1. The Association may adopt a set of by-laws consistent with the Constitution.
2. Adoption of by-laws and amendments shall require a two-thirds positive vote of those present and entitled to vote at any Ordinary or Extraordinary Meeting, or a majority of postal votes of two-thirds of all voting members, provided that at least one month's prior notice of the proposed by-laws or amendment(s) has been given to all voting members.

Amendments to the Constitution. Article 16
Any proposed amendment to this Constitution must be submitted to the Secretary at least three months before an Ordinary Meeting and sent to all members at least 30 days before an Ordinary Meeting. The amendment will be discussed at the Meeting and its adoption will require a two-thirds positive vote of the voting members. It will require a postal vote if fewer than two-thirds of all voting members are present at the Meeting. The postal vote will require also a majority of two-thirds of the members to be adopted.

Dissolution clause. Article 17
A resolution to dissolve the Association shall follow the same procedure as amendments to the Constitution as set out in article 16.

Litigations and conflicts. Article 18
If the Association is attacked or must refer itself on a matter to the court, all judiciary processing will be made in the country where the Association Constitution is declared.

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Elisad Constitution 2000