BYLAWS OF THE SOCIETY OF GEORGIA ARCHIVISTS
1. NAME
The name of the organization shall be the Society of Georgia Archivists, hereafter referred to as SGA.
2. PURPOSE
SGA provides an effective means of communication and cooperation among all individuals interested in the field of archives in the state of Georgia; promotes the preservation and use of the manuscript and archival resources of the state; increases the knowledge of archival theories and practices; and cooperates with professionals in related disciplines.
As its mission, SGA fosters and supports the archival community by advocating for professionals, collections, and repositories; encouraging diversity in the field; promoting education and professional development; and advancing scholarly research and innovation through the publication of Provenance.
3. MEMBERSHIP
Individual Members: Individual memberships shall be open to any person who has paid all current dues assessed by the organization. Any changes in the dues for individual memberships shall be proposed by the Board of Directors (hereafter Board.) The proposed changes shall be ratified by a majority of the organization’s members casting a vote, regardless of individual member type of those voting. Notice of changes in the rates of individual dues shall be mailed or e-mailed to members at least thirty (30) days before the vote.
The schedule for the payment of dues to the organization shall be twelve months based on join date.
4. OFFICERS
All officers--elected and appointed--are required to fulfill the following duties unless otherwise stated in the Bylaws: attend all quarterly Board meetings and the Annual Business Meeting; submit quarterly reports on position activities to the Board electronically prior to meetings and also present the reports verbally at said meetings; submit an annual summary report to the Board, to be presented and/or distributed at the annual meeting as requested; and transfer all non-current records as listed in the organization's records retention schedule to the archivist at the end of their terms. Each report should include position title and individual name, goals, and summary of work accomplished with particular attention paid to Strategic Plan priorities and goals. New officers shall assume their duties on January 1 of the year following their election or appointment, as applicable. Specific officer duties are outlined in the organization’s Administrative Handbook.
Elected Officers: The elected officers of the organization shall be president, vice president, secretary, treasurer, and archivist, as well as program chair and local arrangements chair for the annual meeting.
Administrative Assistant: The administrative assistant shall serve as the primary supervisor of the functions carried out by the organization’s membership management software. This software helps the organization manage events, donations, and other activities. The administrative assistant shall maintain the organization's electronic mailing and membership lists. This appointment shall last three years with the outgoing administrative assistant acting in an advisory capacity in the third year.
Provenance Editor: The Provenance editor shall manage the annual publication and distribution of the organization's journal, Provenance. The Provenance editor shall appoint an editorial staff including a managing editor, associate editors, and a book review editor. The editor, with assistance from the Nominating Committee and dependent on final Board approval, shall appoint members to the Provenance editorial board. This editor’s appointment shall last a minimum of three years.
Communications Director: The Communications Director shall manage the annual publication and distribution of the organization’s magazine along with managing various social media accounts and the blog. This appointment shall last two years and it is a staggered appointment. The person appointed shall serve as assistant communications director to the incumbent communications director. At the end of the first year of said appointment, the assistant communications director shall then assume the role of communications director for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the assistant role.
Website Manager: The website manager shall maintain the organization's website and provide support for inquiries pertaining to the software that manages the organization’s website, events, etcetera. This appointment shall last a minimum of two years and it is a staggered appointment. The person appointed shall serve as assistant website manager to the incumbent website manager. At the end of the first year of said appointment, the assistant website manager shall then assume the role of website manager for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the assistant role.
Education Committee Chair: The Education Committee chair shall lead the Education Committee with regards to its goals and assigned duties. This appointment shall last two years, and it is a staggered appointment. The person appointed shall serve as Education Committee Assistant Chair to the incumbent Chair. At the end of the first year of said appointment, the Assistant Chair shall then assume the role of Chair for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the Assistant role.
Scholarship Committee Chair: The Scholarship Committee chair shall lead the Scholarship Committee with regards to its goals and assigned duties. The chair's term shall last for one year.
Outreach Committee Chair: The Outreach Chair manages outreach activities to SGA members (in collaboration with the Membership Committee), non-members, like-minded organizations, and the general public. They promote and document SGA events and activities via social media and SGA's website, conduct archival advocacy activities, and submit recommendations to the president for the President's Award. They also oversee the Georgia Archives Month Subcommittee Chair and contribute to GAM activities and promotional material. This appointment shall last a minimum of two years and it is a staggered appointment. The person appointed shall serve as assistant outreach chair to the incumbent Outreach Chair. At the end fo the first year of said appointment, the assistant outreach chair shall then assume the role of outreach chair for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the assistant role.
Mentoring Program Coordinator: The Mentoring Program coordinator manages the Mentoring Program and ensures the program enhances the success of members by encouraging individual growth, promoting thoughtful and meaningful engagement with issues, and creating a sense of community within the profession. The coordinator facilitates mentor-mentee relationships. This appointment shall last a minimum of two years and it is a staggered appointment. The person appointed shall serve as assistant coordinator to the incumbent coordinator. At the end of the first year of said appointment, the assistant coordinator shall then assume the role of coordinator for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the assistant role.
Georgia Archives Month (GAM) Subcommittee Chair: Reporting to the Outreach Committee Chair, the Georgia Archives Month Subcommittee Chair shall be responsible for the planning and promoting of Georgia Archives Month. This appointment shall last for one year.
Vendor Coordinator: The Vendor Coordinator shall be responsible for soliciting funds from vendors in support of the Society of Georgia Archivists’ annual meeting, scholarship funds, and other funding needs as appropriate. The person in this role is responsible for coordinating with the chairs of the Scholarship Committee and Local Arrangements Committee. This appointment shall last a minimum of three years up to a maximum of six years. Attendance at quarterly board meetings and reports are required as part of the position.
Vacancies and Special Elections: If a vacancy should occur in any of the offices except president, the office may be filled by a majority vote of the Board or the Board can hold a special election via the Nominating Committee depending on the circumstances and timing of the vacancy. The person designated shall hold the position for the remainder of its term. The Board may also call for a special election to fill any newly created position that addresses specific needs as identified by the Board. The newly created position shall be described in the bylaws.
In the case of a vacancy in the presidency, the vice-president shall assume that office and hold it for the remainder of the term and for his or her own complete term as president. The Board, at its discretion, shall appoint someone or hold a special election via the Nominating Committee for a replacement vice-president depending on circumstances and timing of the vacancy.
5. OTHER ELECTED POSITIONS
Nominating Committee Members: Two members shall be elected to the Nominating Committee. No currently serving member of the Board, whether in an elected or appointed position, shall be eligible to serve as an elected member of the Nominating Committee. New committee members shall assume their duties on January 1 of the year following their election. The elected Nominating Committee members' terms shall last for one year. If a vacancy should occur on the Nominating Committee, the position may be filled by a majority vote of the Board and the person designated shall hold the position for the remainder of its term. It shall not be required that these members attend meetings or create reports for submission to the Board.
6. OTHER APPOINTED POSITIONS
The following positions are appointed by the Provenance editor, in consultation with the Nominating Committee, and approved by the SGA Board. New appointees shall assume their duties on January 1 of the year following their appointment. If a vacancy should occur in any of the positions, it may be filled by a majority vote of the Board and the person designated shall hold the position for the remainder of its term.
Provenance Editorial Board: The Editorial Board advises and assists the Provenance Editor in the editorial production of the journal and in establishing and implementing editorial policies and procedures for peer review of submitted manuscripts. The editorial board also judges journal submissions for the sake of the Gracy Award, a $350 prize in recognition of a superior contribution for each issue of Provenance. Editorial Board members shall be appointed for three-year terms; such terms are to be staggered so that one-third of the members are appointed each year. There shall be a minimum of nine Editorial Board members. Provenance Editorial Board members are not required to attend Board meetings.
7. BOARD OF DIRECTORS
The government of the organization shall be vested in a Board composed of elected officers and appointed officers. Board members with voting privileges include the elected offices of president, vice-president, secretary, treasurer, and archivist, as well as program chair and local arrangements chair for the Annual Meeting. The appointed officers shall be ex-officio members of the Board and shall not be permitted to vote, but can contribute to discussions prior to a vote being taken. Appointed members shall also have the ability to make and second motions requiring a vote.
The Board shall meet at least four times yearly. The Board may be convened at the call of the president or of two members of the Board. Four Board members present shall constitute a quorum for the transaction of business. Robert’s Rules of Order, Revised shall govern the proceedings of the organization, except as otherwise provided for in the Bylaws.
The Board shall be responsible for the funds of the organization, including the establishment of procedures for accounting and auditing of such funds. The fiscal year for the organization's budget shall be January 1 to December 31 each year. The Board shall prepare an annual budget as described within the duties of its treasurer. The budget shall be posted to the SGA website and news of the resource shared with general membership following approval of the budget. Approval by a majority of the Board is required to amend the annual budget.
8. COMMITTEES
All committees shall be composed of a chair and at least two additional members. A list of committee members shall be presented by their respective committee chairs at the first board meeting of the year and the Board shall approve the members via a vote. If at any time a new committee member is added to a committee, a vote shall be taken by the Board to approve the addition. Committee members must be members of the organization--an exception being that members of an allied organization may serve on committees in instances where SGA is partnering with other organizations on projects or initiatives, e.g. a joint annual meeting between SGA and other archival organizations. Committee chairs shall reserve the right to remove any committee member for repeated non-participation in committee activities. Chairs shall notify the Board of such action when taken. A Board vote shall not be required for the removal of committee members. All committee chairs must submit quarterly and annual reports to the Board. If the committee is in existence for less than a year, a report is required upon its dissolution or abolishment. Each report should include names of chair(s) and members, goals, and summary of work accomplished with particular attention paid to Strategic Plan priorities and goals. Additional details regarding committee duties are outlined in the organization’s Administrative Handbook.
Nominating Committee: The Nominating Committee shall solicit and select candidates to run for elected and appointed office, compose the ballot, analyze returns, and report election results to the Board and to the membership at the Annual Business Meeting. All candidates shall be members of the organization. No member of the Nominating Committee shall be a candidate for office in the elections managed by that committee.
Education Committee: The Education Committee shall be responsible for planning, conducting, and promoting opportunities for professional development sponsored by the organization alone or in cooperation with other organizations. The committee members' appointment shall last for one year.
Scholarship Committee: The Scholarship Committee shall be responsible for selecting the recipients of the organization's scholarships and for promoting awareness of those scholarships. The committee shall also assist with fundraising initiatives in support of scholarships. The committee members' appointment shall last for one year.
Membership Committee: The Membership Committee shall work on programs to recruit and retain members, as well as develop and promote membership benefits. The vice president shall serve as chair of the committee. The committee members' appointment shall last for one year.
Annual Meeting Program Committee: The Annual Meeting Program Committee shall plan all aspects of the organization's annual meeting as pertains to its content, e.g. sessions, presenters, speakers, etcetera. The committee will work in conjunction with the Annual Meeting Local Arrangements Committee, as well as the Education Committee, the latter of which leads planning on Annual Meeting workshops. The Program Committee chair shall serve as chair of said committee. The committee members' appointment shall last for one year.
Annual Meeting Local Arrangements Committee: The Annual Meeting Local Arrangements Committee shall coordinate logistics for the organization’s annual meeting as pertains to the physical meeting space, e.g. hotel booking, catering, vendor relations, etcetera. The committee will work in conjunction with the Annual Meeting Program Committee, as well as the Education Committee, the latter of which leads planning on Annual Meeting workshops. The Local Arrangements Committee chair shall serve as chair of said committee. The committee members’ appointment shall last for one year.
Other Committees and Task Force groups: Committees and/or task force groups shall be created or abolished as needed by vote of the Board. Committees shall be established when long-term needs exist, whereas task force groups shall be created to address specific, short-term needs.
9. MEETINGS
The organization shall hold at least one meeting per year that shall constitute the Annual Business Meeting. Dates and details of any other meetings, workshops, or similar activities shall be determined by the Board. Members present shall constitute a quorum for the transaction of business. If an opportunity arises for SGA to sponsor or officially support an event organized by an outside party, the SGA Board will evaluate whether the event aligns with the organization’s mission, vision, core values, and strategic plan, and will vote on that basis about whether to sponsor the event. If any Board Member has a known or potential conflict of interest with the event (e.g. event at Board Member’s workplace,) they will recuse themselves from voting.
10. RECORDS
The Georgia Archives will serve as official repository for the archives of the organization.
11. PUBLICATIONS
When sufficient funds are available, the organization shall publish the annual journal Provenance, a blog, an annual magazine, and other publications as determined by the Board. Members of the organization and institutional subscribers shall be entitled to receive the serial publications.
Institutional Subscriptions: Individual subscriptions to Provenance shall be open to any organization or corporation that has paid all current dues assessed by the organization. Subscribers shall have no benefits or privileges other than the organization's journal. Subscribers shall have no voting privileges. The dues for subscribers shall be determined by majority vote of the Board.
12. AMENDMENTS AND REVISIONS TO BYLAWS
Amendments and revisions to the Bylaws must be approved by a two-thirds majority of the voting members of the Board and ratified by a two-thirds majority of the organization’s members casting a vote, regardless of membership type. A copy of the Bylaws shall be made available publicly via the organization’s website.
Revised Bylaws approved by SGA membership: December 2022