The meaning of the following words is defined as:

“Collection” means a permanent scientific institution or laboratory for the acquisition, development and management of collections of preserved microbial cultures, specimens, DNA, DNA libraries, cell lines and associated information for reference and research by its own staff and others in the profession.

“Head” means the administrative head or head curator responsible for and involved in the day-to-day administration of a Collection.

“Council” refers to The Council of Heads of Australian Collections of Microorganisms.

 

The role of the Council shall be to promote all matters of interest to Culture Collections in Australia and to increase cooperation and understanding between them, between them and their users, and between them and government and non-government bodies and relevant scientific societies.  The Council is comprised of the Heads of the major permanent collections of cultures of microorganisms (including cell lines, DNA, and associated biological material) in Australia. CHACM aims to promote and provide informed comment on the value and use of culture collections in Australia and their role as custodians of Australian microbial diversity and providers of reference cultures for research; taxonomy; identification; human, animal and plant health; resolution of biosecurity issues; quality assurance; and for use in industry, biotechnology, and biodiscovery. 

 

Membership of CHACM is open to the Heads (or their nominee) of Australia’s permanent culture collections of microorganisms. Permanent collections are those having the on-going support of their host institution and who agree to share information on their accessions and provide cultures for legitimate scientific purposes according to current regulations. Application for membership is made in writing to the Chairperson and approved by the Executive. A list of member collections will be maintained on the AMRiN Website.

 

No member shall use their connection with the Council to further their own interests or those of their own or any other organisation, except as is provided for in the Constitution and By-Laws. The Council is not responsible for the utterances or acts of any member unauthorised by the Annual Meeting or the Executive.

 

The Council member of a collection may appoint or nominate a member of staff or fellow council member to represent him or her at any meeting where the member is unable to be present. Such a representative shall have the rights of the council member whom they represent.

 

The Council may change the constitution at an annual meeting if the motion proposing a change is:

(1)   supported by any three existing members, and

(2)   the motion is approved by a majority of those members or their deputies present at the annual meeting.

 

(1)   The Executive shall comprise the Chairperson and other members as decided by the annual meeting of Council. The term of office shall be one year.

(2)   The Chairperson and Executive members may be re-elected in the absence of alternative nominations.

(3)   The Immediate Past Chairperson shall ex officio be one of the members for up to one year immediately after vacating the Chair.

(4)   Only members of Council may serve on the Executive.

(5)   The election shall be by show of hands (verbally in a teleconference), or by secret ballot in the case of a tied vote, or upon request by any member. The Council will elect a member to oversee the election process. The Chairperson shall be elected first, and then the other members. The successful candidates shall be those with the largest number of votes. If necessary, the election may be conducted electronically or by teleconference.

(6)   Should a vacancy on the Executive occur between meetings, the remaining members of the Executive will, as soon as possible, call for written nominations to be returned within two weeks. Voting papers shall then be distributed, again allowing two weeks from the date of distribution until the closing date for receipt of votes.

(7)   The Executive shall take up duties immediately following the election.

 

The Executive shall deal with those matters referred to it by a Council Meeting. The Executive shall have the power outside of the annual meeting to act on matters which it considers are of such significance that delay in action would not be in the best interests of the Council. Such actions will be reported to the Council members by correspondence or at the next meeting. The Executive should consult Council members wherever possible.

 

An annual meeting shall be held not more than fifteen months after the previous annual meeting.  Whereas annual meetings shall normally be rotated annually between member institutions, the annual meeting may be conducted by teleconference if necessary.  No business shall be formally transacted at any Council Meeting unless a quorum of greater than twice the Executive is present.

The Chairperson of the Council shall preside at every Council Meeting. Each Council member shall have one vote. In the event of a tied vote, the motion shall be lost.  In the event of the Chairperson's absence from any business session during the Meeting those present shall elect one of their number to preside at that session.

At any Council Meeting a resolution put to the vote shall be decided on a show of hands (verbally in a teleconference), unless a poll is demanded by the Chairperson or at least two members.

 

At the annual meeting the Council may appoint committees or working groups to investigate and report on relevant matters as directed.

The Executive may set up and form committees or working groups at other times when necessary.

 

The Executive of the Council may invite such persons as it chooses to attend meetings as observers.

 

Procedures and By-Laws for the operation and management of the Council will be developed and maintained. Procedures and By-Laws may be developed and agreed by consensus of members at any time and approved formally at the next Annual Meeting.

 

In the event that there is no further need for the Council, members may elect to disband the Council at an Annual Meeting following notice in writing.