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 Constitution |
| At the EXARC AGM in March 2007 in Pitlochry, Scotland, there was plenty of discussion about the goals and mission of EXARC in respect to its constitution. Therefore, a constitution commission was founded which advises the board. For these matters, examples were reviewed from Scotland, Sweden and the Netherlands as well as other international organisations like ICOM, the European Association of Open air Museums (AEOM), EXARC and the such. The commission convened in September 2007 in the Middelaldercentret (DK) and presented the board with a draft for a new constitution soon afterwards. More news will probably follow at the EXARC AGM of 2008. |
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Bylaws
For Exarc, European exchange on archaeological research and communication Nonprofit association The bylaws have been approved at the annual meeting on 2003-03-16.
EXARC is officially registred in Sweden in the “Riksskatteverkets Organisationsnummerregister” as a non-commercial association under number 893203-5440.
EXARC is not registered for VAT.
§1. Purposes
The association called European exchange on archaeological research and communication has the following purposes:
▪ to coordinate and administer the association and its activities/businesses.
▪ to protect the association’s interests both economically and financially on a voluntarily basis.
▪ to support the members in their attempts to spread information about living history.
The association shall be politically and religiously independent. Its work shall be based on the human rights as stated in the Charter of the United Nations. Members that violate the association’s purposes can be excluded with immediate effect.
§2. Membership
Members of the association are facilities and museums that committedly support the previously mentioned purposes as well as pay the agreed upon annual contribution. The annual contribution is suggested by the executive board and agreed upon at the regular annual meeting. It shall be paid in the following business year.
§3. Officers
The association’s businesses are taken care of by an executive board located in Östersund. The executive board consists of 3-5 regular members with two additional substitutes. Members of the executive board shall be elected in such a way that every year half of the board is replaced. If a vacancy occurs during the term, an officer shall be elected to fill the vacancy for the balance of the unexpired term.
The executive board shall name a Vice Chair, a Secretary and a Treasurer from its members as well as people being responsible for different scopes of duties in case that seems to be necessary. The executive board distributes the work between its members in an appropriate way.
A quorum of the executive board shall consist of at least three members being present in person including the Chair or the Vice Chair. In case of parity of votes, the Chair has the casting vote. The members of the executive board may participate in a meeting by means of a conference telephone, e-mail or video conference. Information may be distributed to the members via e-mail.
§4. Business year and financial year
The association’s business year and financial year are identical with the calendar year.
§5. Administration
The books of accounts shall be audited periodically as determined by the executive board by an accountant elected by the board. The executive board shall further elect a substitute accountant. The election regards the current business year.
§6. Meetings
The annual meeting of the association shall be held at the call of the executive board, at such time and place as the board may determine but not later than April 1st. The announcement of such meeting shall be sent to members of the association by mail at least ten days prior to the date of the meeting.
Special meetings may be called by the executive board or the accountant. Members may request a meeting by a petition in writing of at least 25% of the last meeting’s maximum number of participants entitled to vote sent to the executive board. A purpose for the meeting shall be included in the petition.
The call to a special meeting shall be announced by the executive board by e-mail and on the association’s homepage at least one week prior to the date of the meeting.
The meeting shall be opened by the Chair. In the event of absence of the Chair it shall be opened by the Vice Chair or a member of the board who is elected to do so. Every member has one vote. Votes of members at meetings may only be submitted in person.
The following concerns shall be on the agenda at the regular meetings:
1 Election of the association’s Chair and Secretary for that particular meeting.
2 Question if the meeting has been properly announced according to the bylaws.
3 Re-election or election of a person who shall approve the minutes together with the Chair.
4 Annual report of the executive board.
5 Annual report of the certified public accountant.
6 Free the executive board from the responsibility for the administration.
7 Re-election or election of members according to §3.
8 Re-election or election of the accountant and his substitute.
9 Re-election or election of the nomination committee.
10 Decision about the annual contribution.
11 Matters the board placed on the agenda.
12 Matter which a member has notified the executive board about in a written statement not later than Febuary 1st to deal with at the annual meeting.
13 Other Questions.
On a member’s request there shall be a vote by secret ballot. In case of parity of votes a decision shall be reached by drawing lots.
§7. Amendments
These bylaws may be amended by the affirmative vote of a at least two-thirds of the members present, provided that a written notice of the proposed amendment shall be mailed to each member of the executive board until March 1st, together with a concise statement of the changes proposed to be made. To become effective the amendment has to be approved by all members in written statement. This shall be ascertained in a meeting.
§8. Disbandment
To disband the association two-thirds of the members have to approve in written statement.
A written resolution calling for disbandment shall be presented to every member. In the event of disbandment of this association, any residual assets shall be used for a cause that is compatible with those of this association. The executive board shall decide how. |
| Goals |
Oerlinghausen, 16/2/2001
Science
Members have to be dedicated to scientific research. You must have a high standard of knowledge and be aware of latest developments in archaeology.
Experiments
Members should perform experiments or participate therein. Experiments have to be clearly documented and repeatable.
Technique
All techniques shown should be conducted by experienced and skilled people with appropriate materials and tools.
Presentation
Members need to have reconstructions. You should be able to present the sources of your reconstructions. The presentation should meet high standards, regarding time-truth, materials and techniques. Members should release publications for different target groups, backed with own documentation and have to be open to the public. The presentation has to be both educative and communicative for the visitors, connecting past, present and future.
Management
Members should aim for total quality management (TQM). They are responsible for training their own staff.
Organisation
EXARC provides an exclusive website for members only, sharing any information. The time periods presented in the museums should not extend after 1492. The subject is limited to European Archaeological Cultures.
Ethics
Members should act responsibly concerning resources. Honesty about success and mistakes and self-criticism is expected of all members. The actions of the members should not be dedicated to specific political or religious aims. Members must cooperate with each other.
Quality label
A quality label will be established, exclusively for members.
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