About SNCA
Constitution and Bylaws
(as amended March 7, 2008)
SOCIETY OF NORTH CAROLINA ARCHIVISTS CONSTITUTION
I. NAME
The name of the organization is the Society of North Carolina Archivists.
II. OBJECTIVES
The purpose of the Society of North Carolina Archivists is to promote cooperation and exchange of information among individuals and institutions interested in the preservation and use of the archival and manuscript resources of North Carolina; to share in formation on archival methodology and the availability of research materials; to provide a forum for discussion of matters of common concern as they pertain to the archival profession in North Carolina; and to cooperate with organizations and professionals in related disciplines.
The purpose for which the Society is organized is exclusively educational within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue Law.
Notwithstanding any other provisions of these articles, this organization shall not carry on any activities not permitted to be carried on by an organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue Law.
III. MEMBERSHIP
A) Membership is open to any person interested in the purposes of the Society upon payment of annual dues.
B) Dues shall be recommended by the Executive Board of the Society and shall be established by a majority vote of the membership.
IV. OFFICERS & EXECUTIVE BOARD
A) The officers of the Society shall be president, vice president, secretary, and treasurer. The vice president shall be elected at the annual business meeting for a term of one year and shall serve as president elect of the Society, automatically succeeding to the presidency the following year. The secretary and treasurer shall be elected at alternate annual business meetings for two year terms.
In case of a vacancy in the presidency, the vice president shall assume that office and hold it for the remainder of the term. A vacancy in any of the offices, except president, may be filled by a majority vote of the Executive Board. The person designated shall hold the position for the remainder of the unexpired term. However, a vice president elected by the Executive Board shall not succeed automatically to the presidency the following year, but rather a president as well as a vice president shall be elected at the next annual business meeting.
B) The Executive Board shall consist of the officers, a publications chairperson, membership chairperson, immediate past president, an electronic resources chairperson, a development chairperson, an Archives Week chairperson and two members at large elected by the Society.
C) The government of the Society, the management of its affairs and the regulation of its procedures, except as otherwise provided in this Constitution, shall be vested in the Executive Board.
D) The Executive Board shall be responsible for Society funds, establishing appropriate procedures for accounting and auditing.
V. MEETINGS
A) The Society shall meet semi-annually in the spring and in the fall in order to transact any business to come before it and to provide a program of general interest to the members. The annual business meeting shall be held at the spring meeting. Written notice of the spring and fall meetings shall be mailed to the membership at least forty-five (45) days in advance.
B) Special meetings of the Society may be called by the president, upon approval of the Executive Board, or at the written request of one-third (1/3) of the membership. These may be called in order to transact special business or special workshops. Written notice of such meetings shall be mailed to the membership at least forty-five (45) days in advance.
C) Members present shall constitute a quorum for the transaction of business.
VI. BYLAWS
The Society is authorized and directed to prepare, adopt, or amend such Bylaws as may be desirable to carry out the administrative practices of the Society. An up-to-date copy of these Bylaws shall be available to any member upon request to the secretary. Any part of the Bylaws shall be subject to review by the membership at any meeting of the Society and may be changed by a majority vote of the members present.
VII. DISSOLUTION
Upon dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, or corresponding section of any future federal tax code, or shall be distributed to the federal, state, or local government for a public purpose. Any such assets not so disposed of shall be disposed of by a court of competent jurisdiction of the county in which the principal office of the organization is then located, exclusively for such purposes.
VIII. AMENDMENTS
Amendments to the Constitution must be proposed in writing by a least five (5) members of the Society and filed with the secretary. Copies of the proposed amendments shall be put before the membership by mail referendum within twenty-one (21) days of the filing of the amendment. Completed ballots must be returned to the secretary within forty-five (45) days of the date of mailing. Three fifths (3/5) of the votes cast by referendum shall constitute a majority for the passage of an amendment.
SOCIETY OF NORTH CAROLINA ARCHIVISTS BYLAWS
(as amended March 7, 2008)
I. Duties of Officers & Executive Board Members
A. The president shall direct and coordinate the affairs of the society, shall preside at all meetings of the Society and the Executive Board, and shall perform such duties as may be directed by the Executive Board.
B. The vice president shall perform the duties of the president in case of the president's resignation or absence. The vice president shall serve as president-elect and as chair of the program committee.
C. The secretary shall keep active records of the Society including the minutes of the Society's business and Executive Board meetings and shall conduct the correspondence necessary to transacting the Society's business including the sending of notices to members concerning meetings. The secretary shall serve as the archivist for the Society. The secretary may recommend a member to arrange the Society's records of enduring value.
D. The treasurer shall have custody of all funds belonging to the Society and shall disburse them in accordance with the annual budget or upon the expressed authority of the Executive Board. The treasurer shall keep accurate records of all financial transactions. The treasurer may recommend an assistant treasurer who may attend Board meetings as a non-voting member with the treasurer or as a voting member in the treasurer's absence.
E. The publications chairperson shall oversee the Society's publications.
F. The membership chairperson shall oversee the maintenance of membership lists, send out dues notices and contact those members who do not renew. Furthermore, the membership committee will actively solicit new members including staffing an information table at the Society's meetings. The membership committee will notify archival and manuscript institutions of the Society's meetings in their geographical area and encourage their participation and membership in the Society. The membership committee will work with the publications committee on the issuance of the membership directory.
G. The electronic resources chairperson shall oversee the maintenance of the Society's web page, listserv and other electronic resources that may be developed.
H. The development chairperson will encourage and facilitate both sponsorships of SNCA conference events and philanthropic donations, explore and recommend methods of increasing the endowment and investing the Society's funds, and explore and recommend new ways to use the endowment funds.
I. The Archives Week Chairperson will coordinate the planning and promotion of Archives Week, including collaboration with the Development Committee regarding funding and marketing and communication with SNCA membership to encourage activities and awareness.
J. The members at large shall have duties as assigned by the Executive Board.
K. The immediate past president shall serve on the Board as chair of the education committee and to provide continuity.
II. Budget and Fiscal Year
A. The Executive Board shall prepare an annual budget within one month after the annual business meeting.
B. The fiscal year for the Society's budget shall be May 1st to April 30th.
III. Election of Officers and Terms of Office
The Nominating Committee will annually nominate one candidate for vice president and two candidates for member at large. The candidates for secretary and treasurer shall be elected at alternate annual business meetings for two-year terms. The membership chair, electronic resources chair, Archives Week chair, and the publications chair will be elected for two year terms. The development chairperson will be elected for a three-year term at the annual business meeting. All candidates will be members of the Society prior to being nominated. The recommendations of the Nominating Committee shall be formally reported to the membership at least forty-five (45) days before the annual business meeting. Nominations may be made from the floor in addition to the slate proposed by the Nominating Committee. Voting will be by secret ballot and election by simple majority of votes cast. Candidates unopposed for office shall be elected by acclamation. In the event of a ballot, a teller shall be appointed by the presiding officer at the annual meeting. Nominations and voting for each position shall be completed successively.
IV. Committees and Other Appointments
A. Standing committees shall be created or abolished as required by vote of the Executive Board. The president shall appoint the members of standing committees with the appointments to be confirmed by the majority of the Executive Board.
B. A Nominating Committee of not less than three members of the Society shall be appointed each year by the Executive Board. The chairperson of the committee shall have served on the Executive Board within the past three years. No member of the Nominating Committee shall be appointed from among the present members of the Executive Board.
V. Parliamentary Procedure
Robert's Rules of Order, Revised shall govern the proceedings of the Society, except as otherwise provided for in the Constitution or Bylaws of the Society. The president shall appoint a parliamentarian for each meeting.
VI. Access to Organizational Records
The Executive Board shall designate an institution to preserve the Society's records of enduring value. All records of the Society shall be open for public inspection.
Last updated: 05/30/09 by SNCA Web Team