Section IV: Council
SAA Council
Policy
Statement for SAA Reimbursement
Council Orientation Guidelines
SAA Guidelines for Use of the Council List
Liaison Assignments
Council FAQ
Policy
For SAA Reimbursement
Council
and Officers Attendance at Council Meetings
Members
and officers attend the Council meetings held during the annual meeting
at their own expense.
SAA pays the expenses of members and officers as follows:
- for
one of the other two meetings in a year, transportation and room (member's
choice of meeting),
- for
both of the meetings, two lunches, one dinner, and breaks at each
meeting (lunches will generally be catered at the meeting facility;
dinner is the traditional group meal).
Members
and officers are responsible for their transportation and room and board
at the second meeting and for meals at both meetings other than those
listed above.
Approved
by Council: June 1991
Council
Orientation Guidelines
Newly
elected officers and Council members should be oriented to their new responsibilities
as soon as is practical. The following schedule outlines a timetable and
responsibilities for that orientation.
May
1
Newly
elected officers and Council members are notified by the executive director
or his/her designee of their election. They are invited to attend the
summer Council meeting at their own expense, but they are not expected
to attend.
May
20
Members
are sent links to the Council Handbook, the minutes of previous Council
meetings, and the agenda and attachments for the summer Council meeting
by the executive director.
July
15
Second
year Council members contact incoming Council members to discuss committee
assignments (e.g. liaisons, background and information about how the
committee operates).
Specific
liaison assignments for incoming Council members are made by the second
year Council members and any other necessary adjustments are made that
will go into effect at the end of the annual meeting.
Council
members with liaison responsibilities should brief incoming Council
members who have been assigned liaison to begin at the end of the annual
meeting. Such briefing should include recent issues likely to be discussed
at the annual meeting or to continue beyond the meeting.
September
Incoming
members are invited by the executive director to attend the first Council
meeting at the annual meeting. Although they cannot introduce or vote
on motions, incoming members may participate in discussions.
Incoming
members join existing members when they meet for the morning sessions
with their respective groups (e.g. committees, sections, task forces,
etc.)
Incoming
members take office after the closing plenary ending the annual meeting.
Usually a second Council meeting is held at that time and incoming members
participate as full voting members. Outgoing members do not need to
attend this meeting as their term has ended.
Occasionally
other Council meetings are convened during the annual meeting as circumstances
warrant. Incoming members should attend those meetings if possible.
Approved
by Council: September 1991
Guidelines
for Use of the Council List
Preface
According
to the SAA Constitution, "the governance of the Society, the management
of its affairs, and the regulation of its procedures, shall be vested
in Council." The Constitution and Bylaws serve as the authority
under which Council carries out its responsibilities. The SAA Council
meets twice at the SAA annual conference, once at the beginning of
the
winter, and once at the end of the spring. These four meetings constitute
the most appropriate setting for conducting regular Council business.
The
Bylaws also provide for the existence of an Executive Committee, chaired
by the President, that "shall act for the Council in conducting
the affairs of the Society between meetings of the Council and shall
provide timely communication and consultation with the Council between
meetings." As a small group, the Executive Committee can more
readily communicate between meetings and thereby reach decisions on
highly time-dependent
issues with a minimum of delay in communication.
Electronic
communications have created opportunities for the discussion of Society
business between meetings. This technology can facilitate communication
among Council and between the Executive Committee and the full Council,
permitting the informed, orderly, and timely discussion and decision
making on the part of the Executive Committee and Council that is essential
to the conduct of all Society business.
Since
1994, Council has operated a "Mailserv-hosted Discussion Group,"
commonly referred to as the "Council List," which has served
as a forum for discussion and information sharing through electronic
communication. In most cases, discussion on a particular issue constitutes
information gathering and dissemination and does not lead to immediate
action. Council and the Executive Committee do recognize, however,
that
there will be occasions when it is most appropriate for the full Council
to record an official vote between meetings.
To
facilitate communication and consultation on issues, the Executive Committee
may also open up its electronic communications to the entire Council
List. For such issues on which this is done, the Executive Committee
will be encouraging comments from council, but decision-making on these
issues will remain within the Committee. Since the intent of the list
is to be as open and free as possible, Council members should not share
a message from this list without seeking prior consent from its sender.
The
purpose of these Guidelines, therefore, is to outline a procedure that
will govern Council and the Executive Committee use of electronic communication
for Society business in a manner that effectively and responsibly maintains
their accountability to the SAA membership.
Procedures
When
the presiding officer wishes to initiate a discussion, leading to a
vote, he or she sends a message to SAA-CNCL designated CB (Council Business)
in the subject line, followed by a descriptive topic. There are two
steps in the process: discussion and vote, both of which are initiated
by the presiding officer. Other Council members are free to suggest
a vote be taken, but it is the presiding officer's responsibility to
launch officially Council Business.
Discussion
When
a message designated CB appears on the list, each Council member is
expected to respond to the entire list as soon as feasible, if only
to acknowledge that he or she has received the message. For the discussion
to continue, eight Council members must register their presence by the
end of the third business day after the initial message is posted.
If
the required number of Council members has been reached within those
three days, the discussion can be continued until the presiding officer
calls for closure of the issue, by either calling for a vote or tabling
the subject.
Vote
The
presiding officer will summarize the discussion in the form of a motion
to be voted upon. At that time, the motion requires a second. There
is then an opportunity for any further discussion. Council members
may
then register their vote with the code CB/V in the subject line followed
by the issue heading. For the motion to pass, eight "yes"
votes must be registered in no longer than five business days after
the question is called, unless another level of vote is required under
the Constitution and Bylaws. All Council members present for the voting
phase must vote "yes" "no" or "abstain." The
Council member seconding the motion may vote at same time as issuing
the second. The presiding officer may accept friendly amendments.
The
day after the time allotted for voting expires, the presiding officer
announces the results of the vote and indicates or solicits ideas for
implementation.
Tabling
The
presiding officer may decide, during the course of the discussion, that
the issue is too difficult to resolve via electronic discussion. The
issue will then be handled by the Executive Committee or postponed until
the next in-person Council meeting. In such instances, the presiding
officer will advise Council of that decision.
Additional
Guidance
If
one or more Council members do not have an e-mail address, SAA will
provide them with that service. If necessary, the messages can also
be faxed to the Council member by the SAA office. In such instances,
these Council members must respond to CB and CB/V messages within the
allotted time periods. They may do so by fax or by telephone, followed
by written confirmation.
The
non-responsiveness of Council members during either the discussion or
voting periods should not preclude attempting to communicate with them
by other methods to solicit their input. Only written responses via
fax or e-mail will be counted in tallying actual votes.
Council
members are encouraged to notify SAA-CNCL of extended absences. Council
members are also encouraged to check their e-mail daily when they are
in the office.
The
list-owner, having the responsibility for the preservation of CB and
CB/V messages, must number the decisions taken by Council over e-mail
and present them in writing as an agenda item at the next in-person
Council meeting, so that they can be formally included in the minutes.
Adopted
by Council June 8 , 1997
Liaison Assignments
In June 2007, the SAA Council adopted the following process for use by the Executive Committee representative on the Council in making liaison assignments of Council members to sections, roundtables, and committees:
- The Council member who is elected to the Executive Committee makes liaison assignments.
- The process of assigning liaisons to committees and boards is separate from the process of assigning liaisons to sections and roundtables.
- Each Council member is assigned to be a liaison to at least one committee or board. This liaison responsibility remains in place for the duration of the Council member’s tenure on the Council.
- Incoming Council members assume the committee/board assignments of outgoing Council members.
- Council members are assigned liaison responsibilities with sections and roundtables each year based on the Council member’s interests and with attention paid to balance in assignments. This means that some liaison assignments may not change from year to year, while others may change depending on the judgment of the Executive Committee member who makes the assignments.
The process outlined has the advantages of providing for liaison continuity with boards and committees, ensuring that all Council members have the opportunity to serve as liaisons with a combination of committees and sections/roundtables, and providing for matching of Council members’ expertise with liaison assignments.
Adopted by the Council June 2007
Council
FAQ
Considerations
before taking office
What
should I do to prepare for Council?
By the
end of May after the election you should receive the Council Handbook. If
you do but one thing before you join council, read the book. Note especially
the "Council Orientation Guidelines" (4.7) which
describes a timetable for the orientation of new council members. In
the words of one council member, "I remember finding the Handbook a
god send since I realized that there was a great deal that I did not
know about SAA structure and how the units functioned."
Am I
invited to Council meetings before I become a vested member of council,
and can I talk at these?
This
is another good way to prepare for Council, although financial support
is usually not available. Newly elected members might consider attending
the late spring meeting (around June). Certainly all new members should
plan to attend the first council meeting during the annual conference.
Note that this meeting may conflict with pre-conference workshops. Newly
elected members do not assume office until the second council meeting
of the conference, and they may not vote until that point. According
to parliamentary procedure, the president has discretion over allowing
discussion by newly elected members. Generally, participation is welcome
and encouraged.
What
is expected of freshmen council members?
Early
in SAA's history, freshman council members were expected to sit and
listen. Whether because of mouthy baby boomers, the beat generation
of the 1950s, or the decline of manners in our society, this unwritten
policy seems to have died. Freshman members are expected to contribute.
All members are expected to be civil (see code of conduct, to be passed).
Do I
have to resign from all other SAA positions? Or can I still serve as a
chair of an SAA group?
Council
members may not serve as chairs, officers, or members of standing committees,
boards, task forces, or other official representative to external bodies
unless mandated by the constitution, by laws or council. The rationale
for this policy is given in the Policy on Council Service on SAA
Bodies (adopted June 1992).
Responsibilities
General
Duties
Duties
are outlined on page 4.3 of the Council Handbook. Basically,
council members are responsible for the leadership and direction of
the Society, and oversee the finances and management of SAA. They must
attend council meetings, work with assigned groups within SAA, and work
with the executive director, officers, and other council members.
How
many Council meetings are there each year?
There
are generally four meetings per year. During the conference, two meetings
are held, one at the beginning (which is the last meeting of the 3rd
year members), and one towards the end of the meeting (which is the
first official meeting for newly elected members). Another meeting is
held during winter (usually in January), and a fourth meeting is held
at the end of spring (usually in June). Members are responsible for
attending meetings, and may be asked to resign if they are frequently
absent (resolutions adopted 12/28/62, 10/4/66).
Who
pays for what?
Annual
meeting expenses are your responsibility. SAA covers the transportation
and room of one of the other two meetings held outside the annual conference.
For meetings not convened during the annual conference, SAA will cover
two lunches, one dinner, and breaks at each meeting. (Policy for SAA
Reimbursement, p. 4.6)
Conduct
of Business
What
are the roles of the executive director, officers, executive committee,
and council members? Who controls council?
The executive
director serves at the pleasure of council. She attends council meetings,
but has no vote. The officers consist of the treasurer, vice-president,
and president. The executive committee consists of the three officers,
one council member elected by council, and the executive director. The
executive committee reviews the performance of the executive director,
and conducts business between council meetings and right before them.
The president convenes and presides over council and the executive committee.
Council itself is the governing authority of the Society.
What
Council deliberations are confidential and what ones can be discussed
openly?
Meetings
of the council are open to all SAA members. Consequently, there are
no rules prohibiting the discussion of the proceedings outside of council.
However, council members should use common sense. Drafts of documents
usually are not meant for distribution (otherwise they wouldn't be drafts),
and informal discussion is not meant for publication. Deliberations
of the executive committee or a council that has convened in executive
session are privileged and not for dissemination.
What
if some council members or officers are jerks?
SAA Council
is a form or representative democracy, and although sometimes
there is no accounting for taste, each council member and officer holds
a position because a large group of SAA members felt well represented
by them. Some fellow members may not command your admiration, but they
deserve your respect and civility (see Code of Conduct). The effectiveness
of council is heightened considerably when members are not at each other's
throats.
Can
I share Council listserv postings with anyone else outside of Council?
The council
listserv was established as a tool to aid council's work. There is no
formal restriction on sharing information distributed through the council
listserv. However, the broad dissemination of frank discussions on the
council listserv is likely to affect its candor and reduce its effectiveness
as a tool of communication.
I hate
planning meetings. When should I plan to be sick?
You are
in the wrong group. The essence of council is to wisely plan the future
of SAA. All aspects of council involve planning. However, Council recognized
the need to set aside time apart from immediate concerns. Traditionally,
a day of the June council meeting is set aside as planning day, and
its content is determined by the executive committee. In the past, a
separate Committee on Goals and Priorities drafted a plan for the society,
but this committee was disbanded in favor of council assuming responsibility
for planning.
When
are decisions about finances made?
The budget
for the coming year is decided at the June meeting.
What
should I do with all of my Council records?
The SAA
office has responsibility to document the proceedings of the Council
and to forward the proper documentation to the SAA archives. If you
suspect that you have some documents that should be added to the archives
but are likely to have escaped the SAA office, contact the executive
director. With a few exceptions, only the Council representative to
the executive committee is likely to hold official records of a confidential
nature. These should be disposed with prudence.
Effectiveness
as Liaisons
How
can I improve the communication/information flow between Council and the
groups I represent?
While
the chairs of each group are responsible for reporting on the progress
and needs or their groups, council liaisons share in this responsibility.
Liaisons should stay in close contact with the groups that they represent,
and anticipate some of their needs. They should expect to be familiar
with the activities and needs of the groups they represent.
Whose
responsibility is it to get new business on the council table, council
liaisons or chairs of groups?
Chairs
are responsible for submitting new business to council, usually through
their liaison (although sometimes through the executive director or
officers). Chairs generally do not make a personal presentation to council
unless specifically asked. For this reason, liaisons must be familiar
with their activities and be ready to provide council with pertinent
information about the group. Heads of committee, sections, and round
tables may not understand the cycle of SAA business (particularly budget
requests), so effective liaisons stay in touch to assist such groups.
Liaisons must ensure that any new business has enough lead time to be
incorporated in the council meeting agenda.
Are
there deadlines for bringing the concerns of SAA groups to Council and
placing them on the agenda?
If you
wish to have due deliberations over concerns raised by any member group,
make sure to give the SAA office time to distribute any necessary documents.
You may request to place an issue on the agenda, but you should inform
the executive director far enough (at least two weeks) in advance of
a council meeting to ensure its placement.
Are
regular reports, aside from budget requests, expected from the committees,
task forces, etc.?
Three-year
plans from each member group were instituted during SAA's work on the
strategic plan in the early 1990s. Their fate, as well as the fate of
the Committee on Goals and Priorities, is under discussion.
Should
I attend any of their meetings?
Most
groups are delighted to have council members attend their meetings,
although scheduling conflicts during the annual meeting will be problematic.
Liaisons might wish to consult with chairs about attending some or all
of the meeting. Remember that council liaisons are not suppose to drive
or direct these meetings; they are their to respond to questions and
offer insights when appropriate.
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