Manuscript Repositories Section Bylaws
- Membership
- Officers
- Steering Committee
- Web Liaison
- Election of Officers and Steering Committee
- Meetings
- Amendments
- Enactment
Steering Committee Assignments
I. Membership
Membership in the Manuscript Repositories Section of the Society of American
Archivists is open to any member of SAA who has an interest in repositories
that collect and administer holdings not generated by the organization or the
institution of which the repository is a part.
II. Officers
The officers of the Manuscript Repositories Section shall be the chair and
the vice chair. Only members of SAA and the Manuscript Repositories Section
may serve as officers of the Section. A new vice chair shall be elected at each
annual meeting of the Section and shall serve for one year as vice chair, succeeding
automatically to the office of chair for the subsequent year. If for any reason
the vice chair is unable to succeed to the office of the chair, a new chair
shall be elected following the same procedures as for the election of the vice
chair. Both a chair and a vice chair shall be elected in the first election
following approval of these bylaws. The chair shall preside at all meetings
of the Section and the steering committee; represent the Section in its relations
with SAA in general and with the Council and other groups within the Society;
appoint Section committees as needed; submit an annual report of Section activites
to the SAA executive office; and issue three circulars annually to the Section
membership. The vice chair shall serve as acting chair in the absence of the
chair.
III. Steering Committee
The steering committee shall consist of the officers and six members. The members
shall serve two-year terms, three members being elected at each annual meeting
with additional members elected if for any reason unexpired terms need to be
filled. The steering committee shall serve in an advisory capacity to the chair,
and its members may be assigned specific responsibilities by the chair. The
steering committee shall plan each annual meeting of the Section.
IV. Web Liaison
The position of Web Liaison is a three year term of service, appointed by the Section Chair and approved by the Steering Committee. The position of Web Liaison includes one year as co-liaison, one year as "solo" liaison, and a final year working with the new co-liaison. If no one comes forward to take the co-liaison position during the "solo" year, the Web Liaison’s term can be renewed until another candidate is identified.
V. Election of Officers and Steering Committee
There shall be a nominating and elections committee consisting of the immediate
past chair of the Section (serving as chair of the committee) and the three
steering committee members whose terms are not expiring at the conclusion of
the next annual meeting. Utilizing a circular issued by the Section chair, this
committee shall solicit from Section members the names of volunteers or persons
recommended for the positions to be filled at the next election. All persons
whose names are submitted to the committee or proposed by the committee itself
shall be considered nominees if they agree to have their names placed in nomination
and are members of the Section. The committee shall be responsible for insuring
that there is at least one nominee for the position of vice chair and that the
number of nominees for membership on the steering committee is not less than
the number of positions to be filled. Only members of SAA and the Manuscript
Repositories Section may be nominated to serve as officers or steering committee
members. The nominating and elections committee shall announce the nominees
to the membership of the Section in the last circular issued by the chair of
the Section prior to the annual meeting. Additional nominations may be made
from the floor at the meeting. Any member of the Section who will not be able
to attend the annual meeting may request an absentee ballot from the chair of
the nominating and elections committee; such ballots must be returned to the
chair of the committee prior to the annual meeting. Voting at the annual meeting
shall be done by secret ballot if there are more nominees than can be elected.
The nominating and elections committee shall be responsible for tabulating and
announcing the results of the election. A majority of the votes cast shall be
required for the office of vice chair. If no nominee receives a majority of
the votes cast, a runoff election shall be held between the candidates receiving
the two highest number of votes. Members of the Section may vote for as many
nominees for the steering committee as there are positions to be filled, and
the nominees receiving the highest number of votes shall be elected. Only members
of the Manuscript Repositories Section may vote. Elected officers and steering
committee members shall assume office at the conclusion of the annual meeting
of the Section.
VI. Meetings
The Manuscript Repositories Section shall meet once a year at the annual SAA
meeting at the time and place scheduled by the SAA program committee and executive
office. Additional meetings of the entire membership or the steering committee
may be scheduled by the chair if needed to carry out the business of the Section.
VII. Amendments
Any member of the Manuscript Repositories Section may propose amendments to
these bylaws. Proposed amendments must be submitted in writing to the chair.
The chair shall distribute proposed amendments to the membership through one
of the Section circulars, and voting on the proposed amendments shall either
be by mail or by ballot at the annual meeting. In either case a majority of
the votes cast shall be required to amend these bylaws. If the voting is to
be cast at the annual meeting, the proposed amendment shall be distributed to
the membership in a circular prior to the meeting and any member who will not
be able to attend the meeting may request an absentee ballot from the chair;
such ballots must be returned to the chair prior to the annual meeting.
VIII. Enactment
These bylaws shall be distributed to the membership of the Section with a mail
ballot for their approval or rejection. They shall become effective immediately
if approved by the majority of the votes cast by the deadline set for the return
of the ballots.
[Back to top]
SAA MANUSCRIPT REPOSITORIES SECTION STEERING COMMITTEE ASSIGNMENTS
Note: This list is by no means exhaustive; it merely highlights certain assignments
that are normally given to officers in the Section.
1. Steering Committee (1st year): service on Nominating Committee; participates
in Steering Committee meetings at SAA; helps set the agenda for the year; contributes
to the newsletter or other activities. Is expected to attend SAA annual meeting.
2. Steering Committee (2nd year): assists Chair and Vice Chair/Chair-elect
in getting sessions of interest to Section members on the SAA program for the
following year; assists in planning for the annual meeting; in a position to
contribute in other ways such as liaison work with other organizations, contributions
to the newsletter, etc. Is expected to attend SAA annual meeting.
3. Vice-Chair/Chair elect (1-year position): normally acts as newsletter editor;
works with the Chair and Steering Committee in establishing an agenda for the
year; works to insure that sessions of interest to Section members appear on
the SAA program for the following year; prepares for term of service as Chair
in the following year. Must attend SAA annual meeting. (Candidates for this
position are often drawn from the membership of the Steering Committee.)
4. Chair (1-year position): with other officers sets the Section's agenda for
the year; organizes and runs the annual meeting of the Section at SAA; is the
key contact person between the Section and other bodies such as the SAA Council;
attends special committee meetings at SAA annual meeting; exercises overall
supervision and responsibility for Section activities such as special projects,
the newsletter, etc.; handles administrative matters such as writing an annual
report and budget request to SAA Council, etc. Must attend SAA annual meeting.
5. Immediate past chair (1-year position): responsible for forwarding files
and other information to current officers or to the SAA Archives as appropriate;
acts as chair of the Section's Nominating Committee; is responsible for distributing
and counting ballots and announcing the results of the balloting at the Section's
annual meeting; assists as needed with ongoing work of the Section. Is expected
to attend SAA annual meeting.
[Back to top]
|
