Bylaws, Visual Materials Section, Society of American Archivists

Adopted August 31, 1990

Seattle, Washington

 

Article 1. Name.

The name of this section shall be the Visual Materials Section of the Society of American Archivists (SAA), hereinafter referred to as the Section.

 

Article 2. Objective.

To promote greater communication among visual materials archivists and to represent and promote these archivists and their collections to the rest of the Society of American Archivists through annual meetings and publications, including a newsletter reporting on the Section's activities and other matters related to visual materials collections.

 

Article 3. Membership.

Membership is open to any member of the Society of American Archivists who elects to join are his or her option for SAA sectional membership.

 

Article 4. Officers.

1. The Section shall be guided by a Chair and a Chair-elect.
2. Terms of office.

1.      The Chair and Chair-elect shall serve a term of one year each.

2.      The Chair may not be elected to serve as Chair-elect in the year immediately following his/her term of office.

3.      The Chair and Chair-elect shall assumer office at the close of the annual Section meeting in which they are elected, and shall serve until their successors have taken office.

3. Nomination and Election.

1.      Nomination

a.       The Elections Committee shall call for nominations for Chair-elect in the second newsletter of each year.

b.      Additional nominations may be made from the floor at the annual Section meeting.

c.       Only individuals who have consented to nomination may be listed on the slate of candidates.

2.      Election.

a.       The Elections Committee shall prepare a ballot for publication in the newsletter immediately preceding the annual Section meeting and for distribution at the meeting. This ballot shall include provision for candidates to be nominated from the floor.

b.      The Elections Committee shall collect, validate, and count all ballots and report the results of any election at the annual Section meeting and in the newsletter following the election.

c.       Ballots may be submitted by mail or at the annual Section meeting.

3.      Vacancies in Office.

a.       Chair. In the case of vacancy in the office of Chair, the Chair-elect shall assume the office and duties of Chair.

b.      Chair-elect. In the case of vacancy in the office of Chair-elect, the office shall remain vacant until the next annual Section meeting, at which time a new Chair and Chair-elect shall be elected. The Chair shall assume the dittoes of Chair elect in the interim, although the Chair may ask a member of the Section to assist in fulfilling the duties of Chair-elect.

4. Duties of the Officers.

1.      Chair. The Chair shall preside over Section meetings, and with the advice and assistance of the Chair-elect and Committee Chairs, shall direct the Section's activities. The Chair appoints Committee Chairs and Liaisons; submits the final Three-Year Plan and summary to SAA Council after receiving a draft from the Three-Year Plan Committee chaired by the Chair-elect; submits the Section's Foals and Objectives Statement to SAA; submits budget requests to SAA Council; and turns over the records of his/her administration to the Chair-elect and non-current records to the SAA Archivist.

2.      Chair-elect. In the absence of the Chair, the Chair-elect assumes the duties of Chair. The Chair-elect will chair the Three-Year Plan Committee and submit a draft plan to the Chair for approval and submission to SAA Council. The Chair-elect shall advise and assist the Chair in conducting the Section's business.

Article 5. Business.

1. Meeting times. The Section shall meet once a year at the time of the annual meeting of the Society of American Archivists. The time of and agenda for this meeting shall be announced in the newsletter immediately preceding the meeting.
2. Other meetings. Additional Section meetings may be schedules during the annual meeting of the Society of American Archivists. Such meetings shall be announced in the newsletter preceding the annual meeting of before the end of the annual Section meeting.
3. Voting. All decisions of the Section shall be determined by a plurality of members voting.

Article 6. Committees.

1. Elections Committee.

1.      The Elections Committee shall consist of three members appointed by the Chair. Members of the Committee shall serve for a term of one year and shall not be eligible for immediate reappointment. Members of the Committee may not nominate themselves or each other for office; they may be nominated from the floor at the annual Section meeting.

2.      The Committee shall prepare a slate of candidates for election reflecting the diversity of the Section's membership, especially in terms of location, size, and type of employing institution. The Committee shall request of nominees consent to candidacy and a brief biographical and position statement for publication in the newsletter immediately preceding the annual Section meeting.

2. Newsletter Committee.

1.      The newsletter Editor is the Chair of the Committee as appointed by the Section Chair. The Editor shall appoint an assistant Editor from among the Committee members. Prior to publication, the newsletter shall be prepared and reviewed by the Editor and Assistant Editor and forwarded to the Section Chair for approval.

2.      The newsletter shall be published in compliance with the SAA Guidelines for Section and Roundtables.

3. Other Committees. The Chair may appoint or dissolve other committees as needed. Each committee shall have a written charge and a specified period of service. Committees shall report on their activities at annual Section meeting.

Article 7. Parliamentary Authority.

Roberts Rules of Order, latest edition, shall govern the proceedings of the Section, except as otherwise provided for in the bylaws of the Section, or in the constitution, bylaws, or other special rules of the Society of American Archivists.