American Society for Indexing, Mid- & South-Atlantic Chapter Chapter Bylaws
The name of this Chapter shall be the Mid- and South-Atlantic Chapter.
These bylaws shall be submitted to the Chapter Relations Committee of the National Board of Directors of the American Society for Indexing (ASI) for approval before being submitted to the Chapter members. These bylaws shall become effective upon approval of a simple majority of those members voting.
The purpose of this Chapter shall be identical to the objectives of the ASI:
- To promote the common business interests of those engaged in the practice of indexing;
- To provide education and information opportunities through meetings, publications and other venues;
- To improve the quality of indexing and related areas of information science;
- To provide teaching and training to enhance indexing skills.
The policies and procedures of the ASI, as applicable, shall in every case also be the policies and procedures of this Chapter.
Membership in the Mid- and South-Atlantic Chapter shall include all those members of ASI who choose to affiliate with this chapter.
Section 1. To remain in good standing, this Chapter shall:
- maintain a membership of at least ten active members;
- not be an integral part of any other national organization; and
- ensure that the Chapter bylaws are current and not in conflict with the bylaws and policies of the ASI;
- hold at least one meeting per fiscal year.
Section 2. Should membership fall below ten active members, this Chapter shall be dropped from ASI at the end of the fiscal year.
Section 1. The fiscal year shall correspond to the ASI fiscal year. The Chapter is financially responsible to ASI.
Section 2. The Secretary-Treasurer’s records shall be presented at the annual business meeting of the Chapter.
The ASI will allocate the per member allotment of the local Chapter to the local Chapter, during each fiscal year. Chapter officers will set charges for chapter meetings, events, and expenses as needed.
Section 1. The officers shall be a Chair, Chair-Elect, Secretary-Treasurer, and Immediate Past Chair. The officers form the Executive Committee.
Section 2. The term of office for Chair, Chair-Elect, and Immediate Past-Chair shall be one year. The term of office for Secretary-Treasurer shall be three years.
Section 3. Officers shall assume their duties on July 1 and shall serve until their successors are duly elected or appointed.
Section 1. Officers shall be elected by mailed or electronic ballot before June 30.
Section 2. Only ASI members in good standing shall be eligible for office.
Section 3. The Chapter Chair shall appoint a nominating committee of at least two members. The nominating committee shall select a slate of one or more nominees for each office. The Secretary-Treasurer shall send out a ballot or notification of an electronic ballot not later than May 19.
Section 4. Vacancies in office shall be treated as follows:
- In the event of death, resignation, or incapacity of the Chair, the Chair-Elect shall become the Chair for the remainder of the unexpired term.
- Vacancies in offices other than Chair shall be filled by appointment for the unexpired term by the Executive Committee.
Section 5. No member shall hold the same office for more than two consecutive terms.
Section 6. Six months or more shall be considered a term of office in determining eligibility for reelection.
Section 1. The Chair shall be the principal officer of the Chapter and perform the following duties:
- Preside at all meetings of the Chapter, Executive Committee, and Board of Directors.
- Appoint standing and special committee chairs with the approval of the Executive Committee.
- Serve as ex-officio member of all committees except the Nominating Committee.
- Bring to the attention of the Chapter all pertinent information from ASI.
- Approve all disbursements of funds. Authorize the Treasurer to request ASI or its representative to make payment from Chapter funds.
- Send to the Chapter Relations Chair of ASI the names and addresses of all officers immediately following election or appointment and an immediate report of any changes affecting the officers.
Section 2. The Chair-Elect shall perform the following duties:
- Preside, in the absence of the Chair, at all meetings of the Chapter, the Executive Committee, and Board of Directors.
- Become Chair for the unexpired term in case of death, resignation or incapacity of the Chair.
- Serve in such capacities as assigned by the Chair.
Section 3. The Secretary-Treasurer shall perform the following duties:
- Take and record accurate minutes of the proceedings of all meetings of the Chapter, Executive Committee, and Board of Directors.
- Preserve in a permanent file all records and letters of value to the Chapter and its officers.
- Send out a ballot or notification of electronic ballot for annual election of officers.
- Have charge of all monies of the Chapter and report thereon at all meetings.
- Apply for and receive the per member allotment of the local Chapter from the Treasurer of ASI for activities on the local level.
- Upon written or electronic authorization by the Chair, request payment of bills by ASI or its representative from Chapter funds.
- Keep an itemized record, in a permanent file, of all receipts and expenditures.
- Deliver, within 2 weeks after expiration of term of office, all books, records, and papers to the newly elected Secretary-Treasurer, requesting a receipt thereof.
Section 4. Each officer, except the Secretary-Treasurer, shall deliver, immediately after retiring from office, all accounts, books, records, papers, and other property belonging to the Chapter to the newly elected officer.
Section 1. Regular meetings shall be held at least two times a year unless otherwise ordered by the Chapter membership or the Executive Committee.
Section 2. Reports summarizing the year’s activities shall be given at the annual business meeting, i.e., the final meeting of the fiscal year.
Section 3. Special meetings may be called by the Chair or by a group of any other five members, provided all members are notified in writing of time, place, and purpose of such meeting.
Section 4. Ten members shall constitute a quorum.
Section 1. The elected officers of the Chapter shall constitute the Executive Committee.
Section 2. The Executive Committee shall have authority to act for the Board of Directors between meetings of the Board, and shall report thereon at the next Board meeting.
Section 3. The Executive Committee shall meet on call by the Chair or by any two members of the committee, in person, by phone, or by e-mail, for the consideration of special matters between regular meetings of the Chapter.
Section 4. Standing and special committee appointments made by the Chair shall be subject to the approval of the Executive Committee.
Section 5. A majority of the elected officers shall constitute a quorum for a meeting of the Executive Committee.
Section 1. The standing committees of the Chapter shall be the Membership Committee, the Program Committee, the Archives Committee and the Publicity Committee.
Section 2. Only members in good standing shall be eligible to chair standing committees.
Section 3. Committee chairs and members shall be appointed for a term of one year and may be reappointed. No committee chair shall serve for more than three consecutive years as the chair of that committee.
The rules of parliamentary practices comprised in Robert’s Rules of Order, Newly Revised, shall govern all proceedings of the Chapter, the Executive Committee, and the Board of Directors, subject to such special rules as have been or may be adopted.
Section 1. Amendments to these bylaws may be proposed by the Executive Committee, the Board of Directors, or by a Bylaws Committee. Individual members may submit suggested changes to any member of the Executive Committee or to the Chair of the Bylaws Committee.
Section 2. All proposed amendments shall be sent in writing or electronically to every member of the Chapter at the time ballots or notification of electronic ballots are sent out.
Section 3. All proposed amendments shall be presented to the Board of Directors prior to presentation to the Chapter members.
Section 4. These bylaws may be amended by a two-thirds vote of those members voting.
Section 5. The final adoption by the Chapter of amendments to or revisions of these bylaws shall be contingent upon the approval of the Board of Directors of ASI.
Section 6. When an amendment that affects Chapter bylaws is adopted by ASI, the Chapter shall automatically amend its bylaws to conform.
Upon dissolution of this Chapter, all its assets remaining after payment of all costs and expenses of such dissolution shall be distributed to ASI, and none of the assets shall be distributed to any member or officer of this Chapter.
Approved by vote of membership April, 2011