THE STATUTES

Art. 1 The aim of the ICAU

1. to promote innovative bibliographic services and information exchange using computers and networks, among institutions that use ALEPH Integrated Information Library System software
2. to constitute a co-ordinative body for aspects of development policies in the application of the new information technology service to library and information services
3. to contribute to the diffusion of new information technologies in the ICAU members library systems
4. to enhance library services of the individual members by sharing information and resources
5. to establish procedures for searching and retrieving records and holdings data from each other's databases
6. to improve resource sharing among ICAU members by setting up procedures to request primary sources either in hard copy or in electronic format
7. to act as a resource centre for ALEPH users by collecting and disseminating information concerning usage of ALEPH in the member institutions such as new developments, problems, experiences, etc.
8. to co-ordinate and prioritise member's requests for development and documentation of ALEPH and support by the ALEPH producer
9. to be a platform for submitting proposals in co-operation with member organisations or with similar organisations outside the ICAU
10. to submit autonomously, or in co-operation with similar organisations projects to any national or international funding institution.

Art. 2 Membership

The member institutions have the right to take part at the Assembly of Members meetings and all other meetings and seminars organised by the ICAU and to be informed about the meetings of the Steering committee and its actions.

The member institutions are obliged to reasonably support all activities that are decided by the Assembly of Members.

The natural right of ICAU members to enter any other groups, coalitions or consortia either inside or outside of the ICAU is in no way limited. In particular, it is recommended to form national or regional groups of ALEPH User Institutions in order to facilitate communication among the members.

Notice of withdrawal from the ICAU should be given in writing to the Chair at least three months before the Annual Meeting in order to be valid from next January.

Art. 3 The organs of ICAU

1. the Assembly of Members
2. the Steering Committee
3. the Chair

Art. 4 The Assembly of Members

The Assembly of Members is the only body of the ICAU which decides on the aims of the ICAU and how to pursue them.

The Assembly of Members meets at least once a year.

At the Annual Meeting, the Assembly hears and approves or disapproves the Report of the Chair on the ICAU activities in the past year and on the ICAU finances.

At the Annual Meeting, the Assembly passes Decisions and Regulations relating to activities of ICAU for the coming year, including:

• the amount of the annual membership fee,
• the budget draft for the next year,
• the activities to be performed by other bodies on behalf of ICAU,
• the main tasks of the ICAU to be pursued by the Steering Committee.

The Assembly likewise holds a vote of guidance about the location of the coming ICAU meetings.

The number of participants from any member institution at the Annual and any other meeting is not limited. In case of voting, each member institution has one vote. The quorum needed to make the proceedings of the Assembly of Members valid is set to two fifths of all Members. Motions are passed by a majority of the members present at the meeting. In case of a tie the motion is withdrawn until the next Assembly Meeting. The only exception is the vote on new Statutes or amendments thereof where a majority of two thirds of all members is required. This vote can be done via mail.

Art. 5 The Steering Committee

The Steering Committee and the Chair are responsible for tasks committed to them by the Assembly of Members, namely for

• overall organisation of ICAU Meetings,
• the budget and the financial report of the past year,
• the processing of Aleph development requests submitted by ICAU members and their negotiation with Ex Libris.

A call for candidates for vacant positions of ICAU Chair or Steering Committee members will be sent out by the Steering Committee at least six weeks before the Annual Meeting. Candidates can announce their candidacy during this period and at the Annual Meeting.

The Steering Committee is elected by the Assembly of Members for a two year term. In the years when the election of a new Chair takes place, the election of new members of the Steering Committee can take place only after the election of a new Chair is completed and announced. This voting is done by ballot.

There is no limit as to the number of terms a person can be elected. After the 1996 election, two members of the newly elected Steering Committee are chosen by lot, whose term is set to one year only. At subsequent Annual Meetings members will be elected to fill the number of vacant positions.

Art. 6 The Chair

There is no limit as to the number of terms a person can be elected. The Chair is responsible for taking initiatives and following up on the initiatives taken by the members of the ICAU.

The Chair represents the ICAU in actions and co-operations with other consortia and institutions. In case of any personal obstacle the ICAU can be externally represented by any other member of the Steering Committee.

The Chair organises the necessary secretarial support.

Art. 7 Seat of ICAU

Art. 8 Funds

• the annual membership fee which is to cover ongoing expenses for secretarial support and to contribute to cover the costs of the annual meetings and costs related to joint actions, etc., as determined by the Assembly of Members,
• any financing that comes from national or international institutions that are collaborating with the ICAU to realise the goals and objectives of the ICAU,
• funds that come from any Consortium in which the ICAU participates,
• funds that come from private persons and private or public institutions with no restrictions and obligations as to their use,
• any other funds [i.e. with ties attached] that come from private persons and private or public institutions must be accepted by a majority of two thirds of all the ICAU members.

At the annual meeting the Chair presents a report on the ICAU finances and a draft budget for the next year.

Art. 9 Dissolving of the ICAU

These Statutes succeed the ICAU Foundation Statement of 1993.