Society of Georgia ArchivistsPreserving the past and present for the future...

BYLAWS
OF THE SOCIETY OF GEORGIA ARCHIVISTS

1. NAME

The name of the organization shall be the Society of Georgia Archivists.

2. PURPOSE

The Society of Georgia Archivists provides an effective means of communication and cooperation among all individuals employed in archives and manuscript repositories in the State; 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.

3. MEMBERSHIP

Individual Members  Individual memberships shall be open to any person interested in the field of archives, manuscripts, special libraries, or related disciplines 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. The proposed changes shall be ratified by a majority of those casting a vote.  Notice of changes in individual dues shall be mailed or e-mailed to members at least thirty (30) days before the vote.

Subscription Members  Subscription memberships shall be open to any organization or corporation that has paid all current dues assessed by the organization. Subscription members shall have no benefits or privileges other than the organization's journal. Subscription members shall have no voting privileges. The dues for subscription members shall be determined by majority vote of the Board of Directors.

The schedule for the payment of dues to the organization shall be twelve months based on join date.

4. OFFICERS

All officers shall attend the quarterly Board of Directors meetings and the Annual Business Meeting and present written and verbal reports on activities at the meetings. All officers shall submit an annual report to the Board of Directors. All officers shall transfer all non-current records to the archivist at the end of their terms.

Elected Officers  The elected officers of the organization shall be president, vice president, secretary, treasurer, two directors and archivist. New officers shall assume their duties on January 1 of the year following their election.

President  The president shall serve as presiding officer of the organization and conduct the business of the organization, with the approval of the Board of Directors. The president's term shall last for one year. The president shall become the past president when his or her term expires.

Vice President  The vice president shall preside over Board meetings if the president is absent or incapacitated and assume the role of president should the current president resign from office. The vice president shall chair the Membership Committee. The vice president's term shall last for one year. The vice president shall become the president when his or her term expires.

Past President  The past president shall serve as an advisor to the President. The past president's term shall last for one year.

Secretary  The secretary shall maintain the official set of the minutes and disseminate minutes as requested. The secretary shall maintain the official copies of the organizational documents and procedures of the organization, modifying these documents as changes are approved and providing copies upon request. The secretary shall notify Board members of Board of Directors meetings at least five days in advance and shall notify members of any meetings of the organization at least thirty days in advance. The secretary's term shall last for two years. The election for the office of secretary shall take place during even numbered years.

Treasurer  The treasurer shall have custody of all funds belonging to the organization and shall disburse them in accordance with the annual budget or upon the expressed authority of the Board of Directors. The treasurer shall keep accurate records of all financial transactions, shall present current budget reports at each meeting of the Board and at the Annual Business Meeting, and shall present for Board of Directors' approval a final written budget report at the end of the calendar year. The treasurer shall present for Board approval a proposed budget for the following year at or before the last Board meeting for the current calendar year. The treasurer's term shall last for two years. The election for the office of treasurer shall take place during odd numbered years.

Archivist  The archivist shall collect, arrange and describe the archival records of the organization and assist officers in accessing the organization's archives. The archivist's term shall last for two years. The election for the office of archivist shall take place during even numbered years.

Directors  Two directors shall be elected to serve for a term of two years each in staggered terms. They serve as representatives of the general membership on the Board of Directors, on committees, and elsewhere as needed.

1st-Year Director  Directors in their first year of office shall serve as assistant chair of the Annual Meeting Committee, taking primary responsibility for the content of the program, and shall perform other duties as requested by the Board or President.

2nd-Year Director  Directors in their second year of office shall serve as chair of the Annual Meeting Committee, taking primary responsibility for the local arrangements, and shall perform other duties as requested by the Board or President.

Appointed Officers  The appointed officers of the organization shall be the administrative assistant, Provenance editor, newsletter editor, web site editor, Education Committee chair, and Scholarship Committee chair. These officers shall be appointed by the president with the approval of the Board of Directors. New officers shall assume their duties on January 1 of the year following their appointment.

Administrative Assistant  The administrative assistant shall maintain the membership database, process membership applications, send membership renewal notices, and provide information about membership upon request. The administrative assistant shall coordinate mailings, respond to subscription inquiries, and maintain the organization's Post Office box. The administrative assistant shall process registration forms for the annual meeting and for the organization's workshops and shall prepare material for registration packets. This appointment shall last a minimum of three years with an overlap of the incumbent and incoming administrative assistants. The term shall take the form of one year as apprentice, one year solo, and one year as mentor to the incoming administrative assistant. The appointment can be terminated by either party with a notice of thirty days given by the terminating party.

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 shall appoint, with approval of the Board of Directors, members to the Provenance editorial board. This appointment shall last a minimum of three years.

Newsletter Editor  The newsletter editor shall manage the quarterly publication and distribution of the organization's newsletter. The newsletter editor may appoint an associate newsletter editor from time to time as needed. This appointment shall last a minimum of two years.

Web Site Editor  The web site editor shall maintain the organization's web site. This appointment shall last a minimum of three years. The appointment can be terminated by either party with a notice of thirty days given by the terminating party.

Listserv Manager  The Listserv manager shall maintain the organization’s electronic mailing lists. This appointment shall last a minimum of three years. The appointment can be terminated by either party with a notice of thirty days given by the terminating party.

Education Committee Chair  The chair of the Education Committee shall be appointed by the President, with the advice and consent of the Board of Directors. The chair's term shall last for one year.

Scholarship Committee Chair  The chair of the Scholarship Committee shall be appointed by the President, with the advice and consent of the Board of Directors. The chair's term shall last for one year.

Vacancy  If a vacancy should occur in any of the offices except president, the office may be filled by a majority vote of the Board of Directors and the person designated shall hold the position for the remainder of its term. 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.

5. OTHER ELECTED POSITIONS

Nominating Committee Members  Two of the members of the Nominating Committee shall be elected by the membership. No currently serving member of the Board of Directors, 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 of Directors and the person designated shall hold the position for the remainder of its term.

6. OTHER APPOINTED POSITIONS

The following positions are appointed by the Board of Directors. 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 of Directors 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. Board members shall be nominated by the Provenance Editor and appointed by the Board of Directors. Editorial Board members shall be appointed for three-year terms staggered so that one-fourth of the members are appointed each year.

Subscription Manager  The subscription manager shall fill all back orders and subscriptions for the Society's publications. This position reports to the Provenance editor. The subscription manager's term shall last for two years. The subscription manager shall be appointed during odd years.

Outreach Manager  The Outreach Manager manages all outreach activities to SGA members, non-members, and like- minded organizations. They maintain and update all SGA Web 2.0 applications, promote and document SGA events and activities, conduct archival advocacy activities, and submit recommendation(s) to the President for the President’s Award. The Manager shall be appointed for a two-year term, the first year serving as Assistant Manager and the second year serving as Manager.

 

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. The Coordinator shall be appointed for a two-year term, the first year serving as Assistant Coordinator and the second year serving as Coordinator.

 

7. BOARD OF DIRECTORS

The government of the organization shall be vested in a Board of Directors composed of the elected officers. The appointed officers shall be ex-officio members of the Board and shall not be permitted to 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. Roberts Rules of Order, Revised shall govern the proceedings of the Society, except as otherwise provided for in the Bylaws.

The Board of Directors shall be responsible for the funds of the organization, including establishing 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 within one month after the annual meeting. The budget shall be published in the next newsletter published after the approval of the budget. Approval by a majority of the Board is required to amend the annual budget.

8. COMMITTEES

All committee members shall be composed of a chair and at least two additional members, appointed by the President, with the advice and consent of the Board of Directors. Committee members must be members of the organization. All committees must submit written 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, purpose, goals, and summary of work accomplished.

Provenance Editorial Board  The Board of Directors shall appoint members to the Provenance editorial board on the recommendation of its editor. This editorial board shall advise the editor on editorial policy and shall assist the editor in evaluating and editing manuscripts submitted to the journal. Editorial board members shall serve a term of three years; such terms are to be staggered.

Nominating Committee  The Nominating Committee shall solicit and select candidates to run for elective office, compose the ballot, count returns, and report election results to the Board of Directors 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-level training, education and debate 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 members' appointment shall last for one year.

Membership Committee  The Membership Committee shall work on programs to recruit and retain members, develop membership benefits, prepare a membership brochure, review procedures for the collection of annual dues, prepare and distribute a membership directory, and assist the administrative assistant on special projects. The vice president shall serve as chair of the Committee. The committee members' appointment shall last for one year.

Annual Meeting Committee  The Annual Meeting Committee shall plan all aspects of the organization's annual meeting. The second-year director shall serve as chair of the Annual Meeting Committee, and the first-year director shall serve as Assistant Chair. The committee members' appointment shall last for one year.

Other Committees  Committees shall be created or abolished as needed by vote of the Board of Directors.

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 of Directors. Members present shall constitute a quorum for the transaction of business.

10. RECORDS

The Georgia Department of Archives and History 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 quarterly newsletter, and other publications as determined by the Board of Directors. Members of the organization shall be entitled to receive the serial publications.

12. AMENDMENTS TO BYLAWS

Amendments to the Bylaws must be approved by a two-thirds majority of the Board of Directors and ratified by a two-thirds majority of those members casting a vote. A copy of the Bylaws shall be available to any member upon request to the president or secretary.

Approved by SGA membership: October 2013

SGA BYLAWS 2013 annotated
 
 
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