Constitution

Name

The name of the organization shall be The Society of Alabama Archivists.

The Society of Alabama Archivists is established to provide a means for individuals and institutions interested in archives and manuscripts in the State to work together to promote the appreciation and preservation of the archival and manuscript resources in the State; to make such collections more generally useful by encouraging and supporting the publication of finding aids; to improve standards of professional competence in the archival repositories in Alabama; to pursue fruitful cooperation with professionals and nonprofessionals in related disciplines; and to coordinate activities in the field in the State by exchange of information concerning collections and consultations on fields of collecting interest.

Membership

Membership shall be open to any person and/or institution interested in the field of Archives, Manuscripts, Special Libraries, or a related discipline. Membership shall be subject to approval by the Executive Board.

Dues shall be determined by a majority vote of the membership on the recommendation of the Executive Board. Dues shall be paid at the first biannual meeting.

Officers

The officers of the Society shall be president, vice president, secretary, and treasurer. The officers shall be elected at the second biannual meeting of the Society for terms of one year. In case of a vacancy in the presidency, the vice president shall assume that office and hold it for the remainder of the year.

The archivist for the Society shall be appointed by the Executive Board.

The government of the Society shall be vested in an Executive Board composed of the four elected officers and three directors who will be elected by the membership at the second biannual meeting. The three directors shall serve staggered terms of 1, 2, and 3 years. The retiring president and the archivist shall be ex-officio members of the Board, but not permitted to vote.

If a vacancy shall occur in any of the offices except president, it may be filled by a majority vote of the Executive Board and the person designated shall hold the position for the unexpired term.

The Executive Board shall be responsible for the funds of the Society, establishing appropriate procedures for accounting and auditing of such funds.

Meetings

The Society shall hold at least one meeting per year. Adequate notice of such meetings shall be mailed by the secretary. Members present at the meetings shall constitute a quorum for the transaction of business.

The Executive Board shall meet at convenient intervals and adequate notice shall be sent by the secretary before the meeting. Four members shall constitute a quorum for the transaction of business.

Records

The archival records of officers and chairpersons of committees shall be transferred to the archivist for custody upon completion of the terms of office of each of these persons. Each officer must submit an annual report, which shall be incorporated into the archives of the Society.

Bylaws

The Executive Board is authorized to adopt such bylaws as may be needed to regularized the administrative practices of the Society. An up-to-date copy of the bylaws shall be available to any members of the Society upon request to the president or secretary. All or any part of the bylaws shall be subject to change by a majority of those present and voting at either meeting.

Amendments

Amendments to this Constitution shall be proposed in writing by five members and filed with the president at least sixty (60) days prior to the annual meeting. Such amendments shall be promptly referred to the Executive Board. All proposed amendments with the recommendation of the Executive Board, shall be mailed to members with the notice of the annual meeting. A two-thirds vote of the membership present and voting at either meeting shall be sufficient for adoption.

Upon dissolution of this organization its assets and all property and interests which it shall then possess shall be disposed of in a manner determined by a majority of the Executive Board. It is specifically understood that the assets cannot be distributed to its members and must be transferred for a tax exempt purpose. Upon dissolution, adequate provision shall be made for preservation of the Society's records.

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