Constitution

THE SOCIETY OF  MISSISSIPPI ARCHIVISTS

I.  NAME

The name of the organization shall be the Society of Mississippi Archivists.  The Society is incorporated as a nonprofit organization under the laws of the State of  Mississippi.

II.  OBJECTIVES

The Society of Mississippi Archivists is an organization established to provide effective communication among individuals and institutions concerned with the documentation of human experience; to promote preservation and appreciation of archival resources in the State; to promote adoption of sound principles and standards by all public and private agencies that have responsibility for preservation and administration of records; to foster publication and research; and to cooperate with citizens, professional organizations, cultural and educational institutions having mutual interest in the preservation and use of our recorded heritage.

III.  MEMBERSHIP

  1. Membership shall be open to any person who engages in, is interested in or wishes to support the objectives of the Society.
  2. A person shall be enrolled as a member upon receipt of the first payment of dues.
  3. Categories of membership, schedule of membership dues, and membership year shall be determined by Executive Council and submitted for approval by a majority of the membership, present and voting at the annual business meeting.

IV.  OFFICERS AND GOVERNMENT

1.      The officers of the Society shall be president, vice-president, and secretary-treasurer.  All officers shall serve a term of one (1) year.  The vice-president and secretary-treasurer shall be elected annually as provided for in the bylaws.

The vice-president shall serve as president-elect of the Society and shall automatically become president of the Society at the end of the vice-presidential term.  All terms of office shall begin at the end of the annual business meeting and run through the next annual business meeting.

2.      The government of the Society shall be vested in an Executive Council composed of three officers and four directors.  Directors shall serve a term of two years or until their successors are elected and shall not be eligible for re-election until at least one term shall have expired.  All officers and directors must be members in good standing.

3.      If a vacancy should occur in any of the offices except president, the office may be filled by a majority vote of the Executive Council and the person designated shall hold the position for the unexpired term.  In the case of a vacancy in the presidency, the vice-president shall assume that office and hold it for his or her own complete term as president.

4.  Any officer or director failing to fulfill the duties of their respective offices as provided in the constitution and bylaws may be removed by two-thirds vote of the membership of the Executive Council or by a majority of members present and voting at the annual business meeting.

V.  MEETINGS

1.  The membership of the Society shall hold at least one business meeting each year.  Notices of such meetings shall be made by the president at least thirty (30) days before the date of the meetings.  Members present at the meeting shall constitute a quorum for transaction of business.

2.  The Executive Council shall meet a minimum of four times yearly.  The Executive Council may be convened at the call of the president or two members of the Executive Council.  Four members of the Executive Council shall constitute a quorum for the transaction of business.

VI.   FINANCES

The Executive Council shall be responsible for the funds of the Society, establishing appropriate procedures for expenditures, accounting, and auditing of such funds.  An annual financial report shall be rendered to the membership by the secretary-treasurer.

VII.  RECORDS

The Executive Council shall establish appropriate procedures for the management of the records of the Society.

VIII.  BYLAWS

The Executive Council is authorized to adopt such bylaws needed for administration of the Society.  A current copy of the bylaws shall be available to any member of the Society upon request to the secretary-treasurer.  All or any part of the bylaws shall be subject to review by membership at any annual business meeting of the Society.  Requests for changes in the bylaws must be submitted in writing to any member of the Executive Council in time to be placed on the agenda of the annual business meeting.  Bylaws may be changed by majority vote of those present and voting.

IX.  AMENDMENTS

Amendments shall be voted on at the annual business meeting by the membership.  Amendments to the constitution shall be proposed in writing by five members and filed with the president at least sixty (60) days prior to the date of the annual business meeting.  Such amendments will be reviewed by Executive Council and put before the membership for approval.  Amendments shall be adopted by a majority vote.

X.  DISSOLUTION

In the event of the dissolution of the Society, its property, funds, and other assets shall pass to the Mississippi Department of Archives and History.

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