Bylaws of Archivists without Borders – U.S. Chapter

Article 1. Name

The name of this organization will be Archivists without Borders – U.S. Chapter. The business of this organization may be conducted as Archivists without Borders – U.S. Chapter or AwB-US.

Article 2. Objectives

2.1 Legal Classification

Archivists without Borders – U. S. Chapter is a non-profit organization and shall be operated exclusively for educational and charitable purposes within the meaning of Section 501(c)3 of the Internal Revenue Code.

2.2 Goals

Archivists without Borders U.S. Chapter is a member of Archivists without Borders International and is aligned with their goals and principal actions, which encompass: the assurance and defense of human rights through the protection and conservation of archives produced by public and private bodies; ensuring access to public documents in democratic political systems; supporting and involvement in cooperative projects within the sphere of archives administration; preservation, conservation, and dissemination of the world’s documentary heritage; training archivists, records managers, and affiliated professionals to assure preservation, conservation, and dissemination of archival materials; collaboration with other archivists and cultural heritage professionals; and promoting the development of relationships with human rights organizations.

2.3 Affiliation

To maximize its impact, Archivists without Borders – U.S. Chapter will work cooperatively with its parent organization, Archivists without Borders International. Additionally, Archivists without Borders – U.S. Chapter will seek relationships with other chapters of Archivists without Borders and other organizations to collaborate on projects.

Article 3. Membership

3.1 Full membership

Full Membership is open to any person of full legal age who engages professionally in archival work in any public or private archive, persons who work in professions linked with archives, and students currently enrolled in graduate programs in professions linked with archives.

3.2 Student membership

Student Membership is available to any individuals enrolled at an academic institution. Individuals will remain eligible for the student membership as long as they remain enrolled at an academic institution.

3.3 Unemployed/Underemployed membership

Unemployed/Underemployed Membership is available to individuals that can indicate an unemployed or underemployed status. Individuals may apply multiple times for this membership status, but may not hold this status for more than two (2) consecutive years.

Article 4. Officers

4.1 Elected and Appointed Officers

4.1.1 Executive Council

To guide the organization, members at large will elect officers to serve on the Executive Council.

4.1.1.a President
4.1.1.b Vice-President/President-Elect
4.1.1.c Secretary
4.1.1.d Treasurer
4.1.1.e Liaison

4.1.2 General Assembly Representatives (Two) (2)

Additionally, the members at large will elect two (2) representatives per regional designation to serve in the General Assembly.

4.1.3 Appointed Officers

The Executive Council and the General Assembly may appoint officers to head committees and task forces as necessary.

4.2 Terms of Office

4.2.1 Eligibility

Only members of Archivists without Borders – U.S. Chapter who are in good standing may be elected to serve as officers.

4.2.2 President and Vice President/President-Elect

The President and Vice President/President-Elect will serve a term of four (4) consecutive years: two (2) as Vice President/President-Elect and two (2) as President.

4.2.3 Secretary, Treasurer, and Liaison

The Secretary, Treasurer, and Liaison officers will serve a term of two (2) years.

4.2.4 General Assembly Representatives

The Representatives elected to the General Assembly will serve for a one (1) year term.

4.2.5 Appointed Officers

Individuals appointed as officers to serve on committees or task forces will serve terms as voted upon by its instituting body.

4.3 Duties of the Officers

4.3.1 President

4.3.1.a The President organizes and presides over meetings of the Executive Council and ensures coordination and compliance with the goals and missions of Archivists without Borders International by directing operations.

4.3.5.b The President will attend the meetings of Archivists without Borders International as a representative of Archivists without Borders – U.S. Chapter, as well as other conferences and meetings as deemed necessary.

4.3.1.c The President will report to the General Assembly  and the membership at large on such matters deemed pertinent by the Executive Council and the Representatives elected to the General Assembly.

4.3.1.d The President will receive quarterly and annual reports from the Vice President/President-Elect, Secretary, Treasurer, and Liaison regarding the status of the organization’s operations and finances.

4.3.1.e The President will nominate individuals to serve temporarily on the Executive Council in the event of vacancies on the Executive Council or any committees or task forces formed by that body until such time as a special election may be held to fill the vacant position.

4.3.2 Vice President/President-Elect

4.3.2.a The Vice President/President-Elect presides over the General Assembly and ensures coordination with the goals of the Executive Council and Archivists without Borders International.

4.3.2.b The Vice President/President-Elect will report to the Executive Council on such matters deemed pertinent by the Representatives elected to the General Assembly.

4.3.2.c The Vice President/President-Elect will nominate individuals to serve temporarily on the General Assembly in the event of vacancies in the General Assembly or any committees or task forces formed by that body until such time as a special election may be held to fill the vacant position.

4.3.2.d The Vice President/President-Elect will be eligible to serve on ad-hoc committees or task forces appointed by the Executive Council.

4.3.2.e In the event that the President is absent or vacates their position, the Vice President/President-Elect will assume their responsibilities.

4.3.3  Secretary

4.3.3.a The Secretary takes meeting minutes during the Executive Council and General Assembly meetings, completing the minutes and submitting them to the President within one (1) week of the meeting.

4.3.3.b The Secretary will oversee Executive Council and General Assembly elections, with duties including, but not limited to: publishing the ballot, collecting mailed-in ballots, tallying ballots, and reporting the results of the elections to the Executive Council, General Assembly, and the members at large.

4.3.3.c The Secretary will be eligible to serve on ad-hoc committees or task forces appointed by the Executive Council or General Assembly.

4.3.3.d The Secretary will oversee the organization, preservation, and retention of records generated by Archivists without Borders – U.S. Chapter.

4.3.3.e The Secretary may form committees and task forces to assist them in their duties.

4.3.4 Treasurer

4.3.4.a The Treasurer oversees the finances of Archivists without Borders – U.S. Chapter and is authorized to accept and disburse approved funds pursuant to the organization’s missions and goals and within the regulations for non-profit organizations as described in Section 501(c)3 of the internal revenue code.

4.3.4.b The Treasurer will accept membership dues, grants, gifts, and any other monies acquired by the organization  and will report to the Executive Council and the General Assembly regarding the financial condition of the organization and of audit or financial review results.

4.3.4.c The Treasurer will oversee budget preparation and will ensure that appropriate financial reports, including an account of major transactions and the financial condition of the organization, is made available to the Executive Council, the General Assembly, and the members at large.

4.3.4.d The Treasurer will collaborate with a qualified fiscal agent or other individual as approved by the Executive Council to assist in the performance of the duties of the Treasurer. Also, the treasurer may form committees and task forces to assist them in their duties.

4.3.4.e The Treasurer will be eligible to serve on ad-hoc committees or task forces appointed by the Executive Council or General Assembly.

4.3.5 Liaison

4.3.5.a The Liaison oversees outreach efforts of the organization and represents Archivists without Borders – U.S. Chapter at the conferences and meetings of groups outside the Archivists without Borders International, as deemed necessary.

4.3.5.b The Liaison will report to the Executive Council and the General Assembly regarding any conferences or meetings which they attend.

4.3.5.c The Liaison provides oversight to the digital and traditional outreach efforts, including, but not limited to: websites, newsletters, social media, publications, and any other campaigns organized towards raising awareness of Archivists without Borders – U.S. Chapter or its projects and goals.

4.3.5.d The Liaison will be eligible to serve on ad-hoc committees or task forces appointed by the Executive Council or General Assembly.

4.3.5.e The Liaison may form committees and task forces to assist them in their duties.

4.3.6 General Assembly Representatives

4.3.6.a Two (2) Representatives will represent their regional designation in the General Assembly. The General Assembly is responsible for informing, advising, and guiding the Executive Committee and for creating committees and task forces to address challenges and campaigns within their regional spheres.

4.3.6.b Representatives will report to the General Assembly and the members at large regarding their regions and constituencies. Representatives will also report to the Liaison regarding important information to be used in the organization’s publications.

4.3.6.c Representatives will be responsible for nominating candidates to serve on the Executive Council.

4.3.6.d Representatives are eligible to serve on any committees or task forces created by the organization.

4.3.6.e Representatives may form any committees or task forces within their region to assist them in their duties and to pursue the organization’s goals.

4.3.6.f There will be seven (7) regional divisions for the purposes of electing representatives to the General Assembly. No more than two (2) representatives may be elected from any state. A representative will be considered to represent a specific state if they work full-time at a repository located within that state’s borders.

4.3.6.g The seven (7) regional divisions represented at the General Assembly will be roughly defined based on location within the United States and will be divided as such:

4.3.6.g.i New England
4.3.6.g.ii Mid-Atlantic
4.3.6.g.iii Southeastern
4.3.6.g.iv Midwestern
4.3.6.g.v Mountain Western
4.3.6.g.vi Southwestern
4.3.6.g.vii Pacific Western

4.4 Nomination and Election

4.4.1 Nomination

4.4.1.a The General Assembly will call for nominations three (3) months before the annual meeting.

4.4.1.b Only members of Archivists without Borders – U.S. Chapter that are in good standing may serve as officers.

4.4.1.c Only individuals who have consented to nomination may be listed on the ballot.

4.4.1.d Nominees will submit a statement of interest and a short biography to the Secretary at no later than six (6) weeks before the annual meeting.

4.4.2 Election

4.4.2.a Only members of Archivists without Borders – U.S. Chapter that are in good standing are eligible to vote in elections.

4.4.2.b The Secretary will publish the ballots electronically at least four (4) weeks before the annual meeting. The ballot will also include a provision for write-in candidates.

4.4.2.c Ballots may be mailed or e-mailed to the Secretary, but all ballots must be received no later than one (1) week prior to the annual meeting. Mailed ballots must follow the following procedure:

4.4.2.c.i Voter prints out ballot, marks it, and places it into a small envelope.

4.4.2.c.ii Voter seals the small envelope, signs their name across the seal and prints their name legibly below for validation.

4.4.2.c.iii Voter places small envelope in larger mailing envelope and addresses and mails ballot to the Secretary to be received at a date prior to the annual meeting.

4.4.2.d At the annual meeting, the Secretary, with assistance from the Liaison and any other individuals appointed prior to the meeting at the Secretary’s behest, will distribute, collect, validate, and count all ballots and report the results of any election at that meeting.

4.4.2.e  The candidate with the highest number of votes received will be elected.

4.4.2.f In the event that there is no majority vote, particularly in the case where more than two (2) members are up for election for a given office, selection will be made through a second ballot between the candidates who received the most votes on the first ballot.

4.4.3 Vacancies in Office

4.4.3.a President. In the case of a vacancy in the office of President, the Vice President/President-Elect will assume the office and duties of the Presidency.

4.4.3.b Vice President/President-Elect. In the case of a vacancy in the office of Vice President/President-Elect, the remaining officers of the Executive Council will appoint an interim replacement who will serve until the following annual meeting, at which time the General Assembly may elect a new Vice President/President-Elect.

4.4.3.c Secretary, Treasurer, or Liaison. In the event of a vacancy in any of these offices, the President will appoint an interim replacement to assume their duties until the next annual meeting, at which time the General Assembly may elect a new officer.

4.4.3.d Representatives. In the event of a vacancy in any representative office, the position will remain unfilled until the following annual meeting. If both representative offices for a region become vacant, however, a special election will be held in that region to replace the offices until the following annual meeting.

Article 5. Business

5.1 Decision Making

5.1.1 General Assembly

Most decisions of the General Assembly will be determined by a majority of members at large. Motions creating committees or task forces to work on behalf of the General Assembly rather than within the regions, however, will be voted on by the Representatives and must secure a two-thirds majority to pass. The Vice President/President-Elect only votes to break a tie.

5.1.2 Executive Council

Decisions of the Executive Council will be determined by a majority vote. All motions to hire individuals or companies must be ratified by a majority of the General Assembly Representatives if the cost will exceed $500.00 USD.

5.2 Meeting Times

5.2.1 Annual Meeting

Archivists without Borders – U.S. Chapter will meet at least once a year at a time and location to be determined by a majority vote of the General Assembly Representatives and ratified by the Executive Council. The Secretary will publish the meeting time and place as soon as it is finalized.

5.2.1.a The Secretary may form a committee to assist the process of selecting a time and location for the annual meeting.

5.2.2 Regional Meetings

Representatives and members are encouraged to meet at their respective regional archival conferences. Representatives will notify the Secretary of meeting times and locations as soon as it is finalized, and the Secretary will publish the information.

5.2.3 Executive Council Meetings

The Executive Council will meet no less than once per quarter, with one meeting to coincide with the Annual Meeting. Members of the Executive Council may choose to meet telephonically or via video conference at their discretion.

5.2.4 Other Meetings

Additional meetings may be scheduled as deemed necessary by the General Assembly or the regions.

Article 6. Committees

The Executive Council, select members of the Executive Council (pursuant to duties enumerated in Article 4, Section 3) the General Assembly, and regional Representatives may propose, appoint, or disband committees or working groups as needed for specific purposes. The size, duration, terms of office, and functions of these groups will be determined by the bodies that create them. Committees and task forces will report to their parent body at the Annual Meeting and the appropriate reports will be filed with the General Assembly and the Executive Committee. Unless the proposed committee will gain powers outside those enumerated in the current bylaws, voting on committee proposals may be done electronically; committees that require powers not included herein will need to pass a majority vote by the membership at large.

6.1 Standing Committees

The formation of Standing Committees may be proposed by officers of either the Executive Council or the General Assembly. Standing Committees that will impact organization-wide operations or processes must pass both the Executive Council and the General Assembly Representatives with a majority vote.

6.2 Task Forces and ad hoc Committees

Committees or working groups with specific goals or time-limits may be proposed by any officer within Archivists without Borders – U.S. Chapter. Task forces and ad hoc Committees require a majority vote within the body where the proposal originates.

Article 7. Parliamentary Authority

Roberts Rules of Order, latest edition, will govern the proceedings of the meetings, except as otherwise provided for in the constitution or other bylaws or special rules of Archivists without Borders International.

Article 8. Policy for Revision of Bylaws

8.1 Eligibility to propose amendments

Any member of Archivists without Borders – U.S. Chapter in good standing may propose amendments to these bylaws by submitting them in writing to their General Assembly Representative at least three (3) months prior to the annual meeting.

8.2 Procedure for submission of amendments

8.2.1 Submission

Submit amendments to the General Assembly Representative at least three (3) months prior to the annual meeting.

8.2.2 Notification

At least one (1) month prior to the annual meeting, the Representative notifies the President, General Assembly, and the members at large of the proposed amendments.

8.2.3 Ratification

Voting on all amendments will occur at the following annual meeting.

8.2.3.a All members in good standing may vote.

8.2.3.b Voting at the annual meeting will be by secret vote.

8.2.3.c A majority vote, tallied by the Secretary, will be necessary to approve an amendment.

8.2.4 Effective Date

Amendment(s) to bylaws become effective immediately following approval at the annual meeting.

8.2.5 Authority

These bylaws, with any amendments, to be approved by special vote after being disseminated at the 2012 Archivists without Borders – U.S. Chapter Annual Meeting in San Diego, California, August 9, 2012.