Bylaws of the Society of Southwest Archivists

DUTIES OF THE OFFICERS

1. The President shall direct and coordinate the affairs of the Society, preside at all business meetings of the Society and of the Executive Board, and perform such duties as may be directed by the Executive Board.

2. The Vice-President shall perform the duties of the President in case the President is absent or incapacitated, and, in case of vacancy of the Presidency, shall assume that office and hold it for the remainder of the term.

3. The Secretary shall take minutes at all meetings of the Executive Board and of the membership and shall provide each member of the Executive Board with a copy of said minutes not later than sixty (60) days following each respective meeting. The Secretary shall include in these minutes a report of business conducted outside of regularly called meetings.

4. The Treasurer shall have custody of all monies belonging to the Society and shall pay them out only upon the authority of the Executive Board. The Treasurer shall keep an accurate list of all members and collect the dues. At the annual meeting, the Treasurer shall make a report on the fiscal status of the Society.

ELECTION OF OFFICERS

5. There shall be a nominating committee composed of three members, two of whom are elected in staggered two year terms with the senior member serving as chair and a third member to be appointed by the sitting President from the six elected Board members. The Nominating Committee shall:

a. nominate at least one candidate from the SSA membership for each vacancy, including a minimum of three nominees for vacancies on the nominating committee.

b. consider the diversity of repository types, interests, geographical location, sex, age, race, and national origin in its selection of nominees.

c. submit a list of the nominees to the Executive Board for approval in January for publication in the winter issue of the SSA Newsletter.

d. accept any written petitions signed by twenty dues-paying members as nominations for any vacancy, such petitions to be accompanied by written acceptance from the nominee and to be received by the nominating committee at least ninety (90) days prior to the annual meeting.

e. issue an official ballot containing the names of the candidates vetted by the Executive Board, the candidates who have been nominated by petition, a blank space for 2 write-in candidates, and for the ballots to be accompanied by brief biographical sketches of the nominees (to be provided by each candidate).

Elections will be held electronically at least two months prior to the annual meeting. The Chair of the Nominating Committee will create the ballots using the online voting system approved by the Executive Board and will notify all members in good standing via electronic mail. Paper ballots will be provided to members who request one. The request must be in writing and sent to the Chair of the Nominating Committee. Paper ballots must be received by the Chair by the date scheduled for the electronic ballot to be considered. All votes shall be tallied by the Chair of the Nominating Committee, assisted by two members of the Society, appointed by the President, who live in the vicinity of the Chair of the Nominating Committee. A plurality of votes cast by the members shall be necessary for election. The ballots and their tabulated results shall be sent back to the President of the Society. If a plurality of votes is not achieved the vote shall be declared a tie. In the event of a tie vote the Chair of the Nominating Committee, witnessed by the two members assisting with the tally, will put both names in a container and pull one name from the container. The candidate whose name is drawn will be declared the winning candidate.

All candidates for office shall be notified immediately of the election results. The names of new officers, board members, and members of the nominating committee shall be announced publicly at the annual meeting. Officers, board members, and members of the nominating committee shall assume their duties immediately following the annual meeting.

MEETINGS

6. In addition to regularly called meetings by the Board, the Executive Board may meet via email, telephone conferencing, or the Leadership Discussion Group on the SSA website to discuss and conduct SSA business.

7. A quorum to do business at the annual meeting shall consist of at least ten percent (10%) of the individual membership and one elected officer, and a plurality of Board Members.

8. Six members of the Executive Board shall constitute a quorum of the Board.

COMMITTEES

9. The Society shall maintain the following standing committees, which shall work in conjunction with the Executive Board to carry out the business of this organization.

Annual Meeting Local Arrangements
Annual Meeting Program
Annual Meeting Site Selection
Distinguished Service Award
Diversity
Finance
Internet Resources
Membership
Nominating
Professional Development
Publications
Scholarships
State Partnerships and Outreach

10. With the exception of the Nominating Committee and the members of the Scholarships Committee, who are elected, all committees will be open to interested members.

11. The President shall appoint chairs of the Local Arrangements committee.

12. The Vice-President (President-Elect) shall be the Annual Meeting Program Chair.

13. A committee made up of the President, Vice-President, and the Nominating Committee shall appoint chairs and vice-chairs of the following committees:

Annual Meeting Site Selection
Diversity
Internet Resources
Membership
Professional Development
Publications
State Partnerships and Outreach

The President may appoint ad hoc committees to consider, on a timely basis, any current matters which do not fall within the purview of a standing committee. Such appointments shall terminate annually with the term of office of the President, and may be reconfirmed or altered by the incoming President.

14. A Committee Chair may serve for a maximum of two years at one post. It is expected, but not guaranteed, that the vice-chair will assume the chair-ship when that post becomes vacant. The intent of the foregoing provision is to provide for an orderly transition and to give committee chairs some orientation before they assume their new positions.

15. Any member of the Executive Board who fails to attend two (2) consecutive regular meetings of the Board, either in person or remotely via conference call, shall be considered to have resigned from office unless the Board votes to grant an exception due to the cause of the absences.

16. A candidate for offcice must be a member in good standing to run for office and maintain their membership status while in office, including chairs and/or co-chairs and the treasurer of the Local Arrangements Committee.

PARLIAMENTARY PROCEDURE

17. The latest edition of Roberts’ Rules of Order shall govern the proceedings of the Society, except as otherwise provided for in the Constitution or Bylaws of the Society. For purposes of the Executive Board Meetings, “Robert’s Rules of Order – Simplified” as adopted by the SSA Board will be used.

NEWSLETTER

18. The Chair of the Publications Committee shall serve as the newsletter editor and the vice chair serves as the assistant editor.

Updated May 2018
Additions: Lines 15 and 16.
Previous language superseded by changes: Line 8 previously read: “Four members of the Executive Board shall constitute a quorum of the Board.”