Statute

THE FRIENDS OF THE NATIONAL ARCHIVES OF MALTA

1.0 Name

1.1 The name of the Association shall be The Friends of the National Archives of Malta.

2.0 Aims and Objectives

2.1 The objectives of the Association are:

a. To support the activities of the National Archives of Malta to acquire, preserve and make available archival records of national significance;

b. to promote awareness of Malta's archival heritage and the programmes and activities of the National Archives of Malta; and,

c. to carry on related business activities.

3.0 Logo

3.1 The logo, an impression whereof is stamped in the margin hereof, shall be the seal of the Association.

4.0 Membership

4.1 Conditions of Membership

a. Any interested person, organisation or institution, of any nationality may become a member of the Association upon applying for membership and acceptance by the executive committee and payment of the annual fee;

b. The fees for membership shall be determined by the Executive Committee subject to approval by a General Meeting of the Association;

c. Honorary membership may be bestowed by the Executive Committee on an individual to recognize significant contributions made to the Friends of the National Archives of Malta or for other purposes;

d. Membership in the Association shall cease upon the death of a member, or if, by notice in writing the member resigns or ceases to qualify for membership in accordance with this statute;

e. The Executive Committee shall not be obliged to accept an application for membership and shall have the right, for sufficient cause, to terminate the membership of any member by two thirds majority of the vote cast when in its judgment, the best interest of the Association requires such action.

5. Executive Committee

5.1 The Executive Committee shall consist of not more than nine and not less than six members, elected during the Annual General Meeting.

5.2 The National Archivist, or his/her designate will be an ex-officio Vice-President of the Executive Committee.

5.3 Members of the Executive Committee must be individuals, at least 18 years of age, with power under law to contract. Fifty per cent of the Committee shall constitute a quorum.

5.4 Members of the Executive Committee are elected for a period of two years. The committee shall be elected from among paid up members who show an interest in contesting the elections. The applicants shall fill in the appropriate form and forward it to the Secretary, either personally or by registered mail. Only applications sent within the prescribed time will be acknowledged.

5.5 The office of member of the Executive Committee shall be automatically vacated:

5.5.1 if a member resigns his/her office by delivering a written resignation to the Secretary of the Association;

5.5.2. if a resolution is passed by two-thirds of the members present that he/she be removed from office;

5.6. If any vacancy occurs, the post shall be offered to the member who stood at the previous election and polled the most votes without being elected. If the person declines, the member next in line will be invited to fill the post. If the vacancy cannot be filled through the above method, the Executive Committee may co-opt a member by majority vote. The vacancy shall be filled at the earliest opportunity

5.7 The Association shall be a non-profit making organisation as defined in the Voluntary Organisations Act (Chapter 492 of the Laws of Malta). The Executive Committee shall serve as such without remuneration and no director or officer shall directly or indirectly receive any profit from his position as such; provided that a member may be paid reasonable expenses incurred by him in the performance of his duties.

6.0 Powers of the Executive Committee

6.1 The Executive Committee shall take such steps as they may deem appropriate to enable the Association to acquire, accept, solicit or receive legacies, gifts, grants, settlements, bequests, endowments and donations of any kind whatsoever for the purpose of furthering the objectives of the Association.

6.2 Regular meetings of the Executive Committee shall be held at least once every three months, including one to be held immediately after the Annual General Meeting for the purpose of electing officers or implementing any action taken or acting on any matter raised during the AGM.

7.0 Officers

7.1 The officers of the Executive Committee shall be a President, Vice-President, Secretary and Treasurer, and any such other officers as the Executive Committee may determine from time to time.

7.2 Officers are to be elected by a vote during the first meeting of a newly elected Executive Committee.

8.0 Duties of Officers

8.1 The President shall be the Chief Executive Officer of the Association and shall preside at all meetings of the Association.

8.2 The Vice-President, being the National Archivist, shall act as a liaison with the National Archives and also advise the Association on the best ways to co-ordinate the running of the Association as to be of full support to the general policies of the National Archives.

8.3 The Treasurer shall have the custody of the funds and securities of the Association and shall keep full and accurate accounts of all assets, liabilities, receipts and disbursements of the Association in the books belonging to the Association and shall deposit all monies, securities and other valuable effects in the name and to the credit of the Association in such chartered banks or institutions as designated by the Executive Committee. He shall also keep record of all the transactions and payments made and present the statement of the financial position annually, and whenever requested by the Executive Committee.

8.4 All funds, except for a petty cash float, shall be deposited in bank accounts. All funds and bank accounts are to be used only in furtherance of the objectives of the Association. Any cheques drawn on the Association funds shall be signed by any two of three Committee members. One of these shall be the Treasurer, whilst the other two shall be designated by the Committee.

8.5 Except for projects where a General Meeting has approved a waiver from the provisions of this sub-article, agreements involving payments out of the funds of the Association or the disposal of assets belonging to the Association shall be approved by a General Meeting, when the value of such transactions exceeds 3000 euro, provided that the Executive Committee presents a report and a financial statement with regards to the project during the following General Meeting.

8.6 The Secretary shall be the custodian of the seal of the Association, attend all meetings and act as clerk thereof and record all votes and minutes of all proceedings in the books to be kept for that purpose. He shall give, or cause to be given, notice of all meetings of the members and the Executive Committee. The Secretary is to communicate electronically or otherwise an agenda for the meetings to each member at least one week before. Urgent meetings may be called at a shorter notice.

9.0 General Meetings

9.1 Annual General Meetings are to be held in the first half of the year. Extraordinary meetings can be held at the request of the Executive Committee or at the written request of at least two thirds of all paid-up members.

9.2 A one week written notice shall be given to each voting member of any general/special Meeting, including the agenda and text of any resolutions to be discussed. The same notice and agenda are to be exhibited to the public in the main notice board of the National Archives. Voting during general meetings shall be limited to paid-up members present at the meeting.

10.0 Auditors

10.1 All accounts of the Association are to be audited by auditors on an annual basis. The remuneration of the auditor shall be fixed by the Executive Committee.

11.0 Rules and Regulation

11.1 The Executive Committee may prescribe such rules and regulations not inconsistent with those in this statute relating to the management and operation of the Association as they deem expedient, provided that such rules and regulations shall have force and effect only until the next general meeting of the members when they shall be confirmed, and failing such confirmation at such general meeting, shall at and from that time cease to have any force and effect.

12.0 Interpretation

12.1 In this statute, words importing the singular number or the masculine gender shall include the plural number or the feminine gender, as the case may be, and vice versa, and references to persons shall include firms and corporations.

13.0 Dissolution

13.1 Should the Association cease to function, the Executive Committee will appoint an Administrator to wind up the Association's affairs. The Committee shall inform the National Archives and any remaining members of its decision.

13.2 In the absence of an Executive Committee, the National Archivist, or any other person acting in his stead, will appoint an Administrator.

13.3 All assets owned by the Association are to be donated to the National Archives. These do not include any cash or bank balances, which shall be utilised towards the purchase of items to be donated to the National Archives.

This Statute came into effect on 31 July 2000, and was further amended on 9 April 2010 and 17 June 2013.