Bylaws

Michigan Archival Association Bylaws (revised 2003)

1. Duties of Officers and Executive Board Members

1. President.

a. The president shall direct and coordinate the affairs of the Association. She/she presides at all the meetings of the Association and of the executive board and shall perform such duties as may be directed by the executive board.

b. The president shall perform those duties customarily associated with the position and as enumerated in the parliamentary authority except when defined otherwise in the bylaws.

c. The president shall nominate the members and chairpersons of standing and special committees, with said nominations subject to the approval of the executive board.

d. The president shall nominate a member to the position of editor of the Association’s newsletter and said nomination shall be subject to the approval of the executive board.

e. The president may appoint on his/her own authority a parliamentarian to rule on any parliamentary issues that arise either at the Association’s annual business meeting or meeting of the executive board.

f. The president shall call at least two (2) meetings of the executive board yearly.

g. The president shall prepare and submit an annual report on his/her activities and the state of the Association during his/her term of office. The report shall be presented to the membership at the annual meeting of the Association.

2. Vice President/ President-Elect

a. The vice president/president elect shall perform the duties of the president in case the president is absent or incapacitated, and, in case of a vacancy in the presidency, he/she assumes that office and holds it for the remainder of the term.

b. The vice president/president elect shall perform those duties customarily associated with the position and as enumerated in the parliamentary authority except when defined otherwise in these bylaws.

c. The vice president/ president elect shall serve as liaison between the board, the program committee and the local arrangements committee for all meetings of the association.

3. Secretary

a. The secretary shall keep the minutes of the association and executive board meetings and shall make available upon request up-to-date copies of board minutes and the Association’s constitution and bylaws.

b. The secretary shall receive proposed amendments to the constitution and/or bylaws and distribute to the membership as required by the constitution, section VIII.

c. The secretary shall serve as the Association Archivist.

d. The secretary ensure that up-to-date membership information is being maintained.

4. Treasurer

a. The treasurer shall have custody of all money belonging to the Association, and shall expend Association funds only upon the authority of the executive.

b. The treasurer shall keep accurate, up-to-date accounting of Association revenues and expenditures, and report on the financial condition of the Association at executive board meetings.

c. The treasurer shall make the Association’s financial records available for annual audit to be conducted by an audit committee. The treasurer shall make the records available at a time and place selected by the Audit Committee chair.

5. Conference Coordinator

a. The conference coordinator shall perform those duties assigned by the vice president/ president elect for all meetings of the Association.

6. Executive Board Members

a. The executive board members shall serve the Association in the role of legislative representatives and shall assume those duties usually associated with such positions and enumerated in the parliamentary authority except when defined otherwise by these bylaws.

II. Nomination and Election of Officers and Executive Board Members

1. The president shall nominate and the executive board shall approve a nominating committee of three members. No member than one member of the committee may be a member of the nominating board.

2. The committee’s recommended nominees of vice president/ president elect, secretary and treasurer, and for additional executive board members, shall be made available with registration material at the annual meeting.

3. Elections will take place at the annual meeting of the association.

4. Additional nominations may be made by the membership through a petition signed by at least ten (10) members and received by the secretary at least two hours before the annual business meeting.

a. The nominating committee’s nominations shall take precedence over a nomination by a petition in regard to the provision of article IV, section 5f of the constitution.

b. The secretary shall refer any nomination petitions received prior to the annual business meeting to the chairperson of the nominations committee.

5. Officers and additional executive board members shall be elected by a majority of votes cast by the membership present at the annual meeting.

6. The vice president/ president elect shall be elected in even numbered years. The secretary, treasurer and conference coordinator shall be elected in odd numbered years.

7. Non officers of the executive board (six) shall be elected for staggered terms. Two shall be elected each year.

III. Membership.

1. The association membership shall begin with the fiscal year on January 1 and run through the calendar year.

2. Should any individual or institution enroll as a member any time within the terms of the Association’s membership year, they will be entitled to receive any benefits or publications offered within the terms of the Association’s membership year.

IV. Committees.

1. Standing committees of the Association shall be comprised of at least three (3) members, including the chairperson, and shall be nominated by the president and approved by the executive board. Standing committees of the Association shall consist of:

a. Meeting Program Committee, which shall be responsible for planning and conducting the Association’s meetings. The Association’s vice president/ president elect shall serve as the liaison to the program committee.

b. Audit Committee, which shall be responsible for annually auditing the financial records of the Association. The Audit Committee shall be composed of two members of the executive board, chosen by the board, and one member of the Association, appointed by the President, who shall chair the committee.

c. Nominations Committee, which shall be responsible for developing a slate of candidates of members in good standing for elections as offices and executive board members as outlined in section II above.

2. Ad hoc committees of the Association shall be composed of at least three (3) members, including the chairperson, and shall be nominated by the president and approved by the executive board. Ad hoc committees have historically included:

a. Education Committee, which shall be responsible for planning and developing the Association’s educational programs.

b. Membership Committee, which shall be responsible for the retention of old members and solicitation of new members.

c. Editorial Board, which shall be responsible for the editorial oversight and efficient management of the Association’s newsletter and other publications.

d. Legislative Committee, which shall be responsible for reviewing current and proposed legislation and making recommendations to the Board regarding such legislation.

e. Liaison Committee, which shall be responsible for maintaining ongoing contacts with other organizations, as the committee considers prudent or as directed by the board.

V. Parliamentary Procedure

1. Robert’s Rules of Order shall govern the proceedings of the Association except as otherwise provided for in the bylaws or constitution of the Association.

2. The Association shall obtain and make available at the annual meeting a copy of Robert’s Rules of Order.

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