Society of Georgia ArchivistsPreserving the past and present for the future...


BYLAWS OF THE SOCIETY OF GEORGIA ARCHIVISTS

1. NAME

The name of the organization shall be the Society of Georgia Archivists, hereafter referred to as SGA.

2. PURPOSE

SGA provides an effective means of communication and cooperation among all individuals interested in the field of archives in the state of Georgia; promotes the preservation and use of the manuscript and archival resources of the state; increases the knowledge of archival theories and practices; and cooperates with professionals in related disciplines.

As its mission, SGA fosters and supports the archival community by advocating for professionals, collections, and repositories; encouraging diversity in the field; promoting education and professional development; and advancing scholarly research and innovation through the publication of Provenance.

3. MEMBERSHIP

Individual Members: Individual memberships shall be open to any person who has paid all current dues assessed by the organization. Any changes in the dues for individual memberships shall be proposed by the Board of Directors (hereafter Board.) The proposed changes shall be ratified by a majority of the organization’s members casting a vote, regardless of individual member type of those voting.  Notice of changes in the rates of individual dues shall be mailed or e-mailed to members at least thirty (30) days before the vote.

The schedule for the payment of dues to the organization shall be twelve months based on join date.

4. OFFICERS

All officers--elected and appointed--are required to fulfill the following duties unless otherwise stated in the Bylaws: attend all quarterly Board meetings and the Annual Business Meeting; submit quarterly reports on position activities to the Board electronically prior to meetings and also present the reports verbally at said meetings; submit an annual summary report to the Board, to be presented and/or distributed at the annual meeting as requested; and transfer all non-current records as listed in the organization's records retention schedule to the archivist at the end of their terms. Each report should include position title and individual name, goals, and summary of work accomplished with particular attention paid to Strategic Plan priorities and goals. New officers shall assume their duties on January 1 of the year following their election or appointment, as applicable. Specific officer duties are outlined in the organization’s Administrative Handbook.

Elected Officers: The elected officers of the organization shall be president, vice president, secretary, treasurer, and archivist, as well as program chair and local arrangements chair for the annual meeting.

President: The president shall serve as presiding officer of the organization and conduct the business of the organization with the approval of the Board. The president shall notify Board members of meetings at least five days in advance. The president's term shall last for one year. The president shall become the past president/Nominating Committee chair when his or her term expires.

Vice President: The vice president shall preside over Board meetings if the president is absent or incapacitated and assume the role of president should the current president resign from office. The vice president shall chair the Membership Committee. The vice president's term shall last for one year. The vice president shall become the president when his or her term expires.

Past President: The past president shall serve as an advisor to the president. The past president shall chair the Nominating Committee. The past president's term shall last for one year.

Secretary: The secretary shall maintain the official set of the minutes and disseminate minutes as outlined in the organization’s Administrative Handbook. The secretary shall maintain the official copies of the organizational documents and procedures of the organization, modifying these documents as changes are approved and  publishing approved documents to the organization’s website. The secretary's term shall last for two years. The election for the position of secretary shall take place during even numbered years.

Treasurer: The treasurer shall have custody of all funds belonging to the organization and shall disburse them in accordance with the annual budget or upon the expressed authority of the Board. The treasurer shall keep accurate records of all financial transactions, shall present current budget reports at each meeting of the Board and at the Annual Business Meeting, and shall  create and submit to the Board a final budget report at the end of the calendar year.  Following the last quarterly board meeting of the year, the treasurer shall put out a call to the Board for budget proposals for the following year. These proposals shall be gathered and compiled by the treasurer before the end of the current year. These proposals shall be created by outgoing officers and discussed with incoming officers. Incoming officers shall review the proposed budget in January of the following year and shall make adjustments to the budget as necessary prior to its approval. The proposed budget shall be circulated to the Board prior to the first Board meeting of the year and shall be voted on for approval at the meeting or shortly thereafter via a vote by email as necessary.The treasurer's term shall last for three years. The person elected to this position shall serve as assistant treasurer during the first year and then as treasurer during the following two years, with an overlap between the incoming assistant role and the final year of service for the incumbent treasurer. The election for the office of treasurer shall take place during even numbered years.

Archivist: The archivist shall collect, arrange, and describe the archival records of the organization and assist officers in accessing the organization's archives. The archivist shall also be responsible for development and maintenance of the organization’s records retention schedule. The archivist's term shall last for two years. The election for the office of archivist shall take place during even numbered years.

Program Chair, Annual Meeting: The program chair takes responsibility for the content of the Annual Meeting program and shall perform duties as requested by the Board or president. This appointment shall last two years and it is a staggered appointment. The person elected shall serve as assistant chair in the first year and work with the program chair. At the end of the first year of said appointment, the assistant chair shall then assume the role of chair for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the assistant chair role. The program chair shall work with the local arrangements chair to coordinate the Annual Meeting.

Local Arrangements Chair, Annual Meeting: The local arrangements chair takes responsibility for the local arrangements of the Annual Meeting and shall perform duties as requested by the Board or president. This appointment shall last two years and it is a staggered appointment. The person elected shall serve as assistant chair in the first year and work with the local arrangements chair. At the end of the first year of said appointment, the assistant chair shall then assume the role of chair for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the assistant chair role. The local arrangements chair shall work with the program chair to coordinate the Annual Meeting.

Appointed Officers:  The appointed officers of the organization shall be the administrative assistant; Education Committee chair; Georgia Archives Month (GAM) chair; Mentoring Program coordinator;  newsletter editor; outreach manager; Provenance Editor; Regional Archival Associations Consortium (RAAC) liaison; Scholarship Committee chair; subscription manager; and website manager. These officers shall be appointed by the Nominating Committee  in consultation with applicable incumbent officers and  with the approval of the Board. The appointment can be terminated by either party with a notice of thirty (30) days given by the terminating party.

Administrative Assistant:  The administrative assistant shall serve as the primary supervisor of the functions carried out by the organization’s membership management software. This software also helps the organization manage events, donations, and other activities. The administrative assistant shall also be called on to use the software to generate reports, as needed. The administrative assistant shall maintain the organization's electronic mailing lists and Post Office box. This appointment shall last a minimum of three years.

Provenance Editor: The Provenance editor shall manage the annual publication and distribution of the organization's journal, Provenance. The Provenance editor shall appoint an editorial staff including a managing editor, associate editors, and a book review editor. The editor, with assistance from the Nominating Committee and dependent on final Board approval, shall appoint members to the Provenance editorial board. This editor’s appointment shall last a minimum of three years.

Newsletter Editor: The newsletter editor shall manage the quarterly publication and distribution of the organization's newsletter.  This appointment shall last two years and it is a staggered appointment. The person appointed shall serve as assistant newsletter editor to the incumbent newsletter editor. At the end of the first year of said appointment, the assistant newsletter editor shall then assume the role of newsletter editor for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the assistant role.

Website Manager: The website manager shall maintain the organization's website and provide support for inquiries pertaining to the software that manages the organization’s website, events, etcetera.  This appointment shall last a minimum of two years and it is a staggered appointment. The person appointed shall serve as assistant website manager to the incumbent website manager. At the end of the first year of said appointment, the assistant website manager shall then assume the role of website manager for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the assistant role.

Education Committee Chair: The Education Committee chair shall lead the Education Committee with regards to its goals and assigned duties. The chair's term shall last for one year.

Scholarship Committee Chair:  The Scholarship Committee chair shall lead the Scholarship Committee with regards to its goals and assigned duties.The chair's term shall last for one year.

Subscription Manager: The subscription manager shall fill all back orders and subscriptions for the organization’s publications and respond to any subscription inquiries. This position reports to the Provenance editor. The subscription manager's term shall last for three years. The subscription manager shall be appointed during odd years.

Outreach Manager: The outreach manager manages outreach activities to SGA members (in collaboration with the Membership Committee), non-members, like-minded organizations, and the general public. They promote and document SGA events and activities via social media and SGA’s website, conduct archival advocacy activities, and submit recommendations to the president for the President’s Award. This appointment shall last a minimum of two years and it is a staggered appointment. The person appointed shall serve as assistant outreach manager to the incumbent outreach manager. At the end of the first year of said appointment, the assistant outreach manager shall then assume the role of outreach manager for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the assistant role.

Mentoring Program Coordinator: The Mentoring Program coordinator manages the Mentoring Program and ensures the program enhances the success of members by encouraging individual growth, promoting thoughtful and meaningful engagement with issues, and creating a sense of community within the profession. The coordinator facilitates mentor-mentee relationships. This appointment shall last a minimum of two years and it is a staggered appointment. The person appointed shall serve as assistant coordinator to the incumbent coordinator. At the end of the first year of said appointment, the assistant coordinator shall then assume the role of coordinator for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the assistant role.

Regional Archival Associations Consortium (RAAC) Liaison: The RAAC liaison shall serve as SGA’s representative to the Consortium. RAAC promotes collaboration and exchange of information among the leadership of regional archival organizations, as well as among the Regionals and the Society of American Archivists (SAA).​ The liaison shall be appointed for a two-year term and shall serve according to SAA’s calendar (August to August.)  The Liaison shall be required to attend quarterly SGA board meetings and the SAA annual meeting.

Georgia Archives Month (GAM) Co-Chairs: The GAM Co-Chairs shall be responsible for the planning and promoting of Georgia Archives Month. This appointment shall last a minimum of two years and it is a staggered appointment. The person appointed shall serve as assistant chair to the incumbent chair. At the end of the first year of said appointment, the assistant chair shall then assume the role of primary chair for the second year of said appointment. Attendance at meetings and creation of reports are not required of the person serving in the assistant role.

Vacancies and Special Elections: If a vacancy should occur in any of the offices except president, the office may be filled by a majority vote of the Board or the Board can hold a special election via the Nominating Committee depending on the circumstances and timing of the vacancy. The person designated shall hold the position for the remainder of its term.  The Board may also call for a special election to fill any newly created position that addresses specific needs as identified by the Board. The newly created position shall be described in the bylaws.

In the case of a vacancy in the presidency, the vice-president shall assume that office and hold it for the remainder of the term and for his or her own complete term as president. The Board, at its discretion, shall appoint someone or hold a special election via the Nominating Committee for a replacement vice-president depending on circumstances and timing of the vacancy.

5. OTHER ELECTED POSITIONS

Nominating Committee Members:. Two members shall be elected to the Nominating Committee. No currently serving member of the Board, whether in an elected or appointed position, shall be eligible to serve as an elected member of the Nominating Committee. New committee members shall assume their duties on January 1 of the year following their election. The elected Nominating Committee members' terms shall last for one year. If a vacancy should occur on the Nominating Committee, the position may be filled by a majority vote of the Board and the person designated shall hold the position for the remainder of its term. It shall not be required that these members attend meetings or create reports for submission to the Board.

6. OTHER APPOINTED POSITIONS

The following positions are appointed by the Nominating Committee in consultation with the Provenance editor and approved by the SGA Board. New appointees shall assume their duties on January 1 of the year following their appointment. If a vacancy should occur in any of the positions, it may be filled by a majority vote of the Board and the person designated shall hold the position for the remainder of its term.

Provenance Editorial Board: The Editorial Board advises and assists the Provenance Editor in the editorial production of the journal and in establishing and implementing editorial policies and procedures for peer review of submitted manuscripts. The editorial board also judges journal submissions for the sake of the Gracy Award, a $350 prize in recognition of a superior contribution for each issue of Provenance. Editorial Board members shall be appointed for three-year terms; such terms are to be staggered so that one-third of the members are appointed each year. There shall be a minimum of nine Editorial Board members.  Provenance Editorial Board members are not required to attend Board meetings.

7. BOARD OF DIRECTORS

The government of the organization shall be vested in a Board composed of elected officers and appointed officers. Board members with voting privileges include the elected offices of president, vice-president, secretary, treasurer, and archivist, as well as program chair and local arrangements chair for the Annual Meeting. The appointed officers shall be ex-officio members of the Board and shall not be permitted to vote, but can contribute to discussions prior to a vote being taken. Appointed members shall also have the ability to make and second motions requiring a vote.

The Board shall meet at least four times yearly. The Board may be convened at the call of the president or of two members of the Board. Four Board members present shall constitute a quorum for the transaction of business. Robert’s Rules of Order, Revised shall govern the proceedings of the organization, except as otherwise provided for in the Bylaws.

The Board shall be responsible for the funds of the organization, including  the establishment of procedures for accounting and auditing of such funds. The fiscal year for the organization's budget shall be January 1 to December 31 each year. The Board shall prepare an annual budget as described within the duties of its treasurer. .  The budget shall be posted to the SGA website and news of the resource shared with general membership following approval of the budget. Approval by a majority of the Board is required to amend the annual budget.

8. COMMITTEES

All committees shall be composed of a chair and at least two additional members. A list of committee members shall be presented by their respective committee chairs at the first board meeting of the year and the Board shall approve the members via a vote. If at any time a new committee member is added to a committee, a vote shall be taken by the Board to approve the addition. Committee members must be members of the organization--an exception being that members of an allied organization may serve on committees in instances where SGA is partnering with other organizations on projects or initiatives, e.g. a joint annual meeting between SGA and other archival organizations. Committee chairs shall reserve the right to remove any committee member for repeated non-participation in committee activities. Chairs shall notify the Board of such action when taken. A Board vote shall not be required for the removal of committee members. All committee chairs must submit quarterly and annual reports to the Board. If the committee is in existence for less than a year, a report is required upon its dissolution or abolishment. Each report should include names of chair(s) and members, goals, and summary of work accomplished with particular attention paid to Strategic Plan priorities and goals. Additional details regarding committee duties are outlined in the organization’s Administrative Handbook.

Nominating Committee: The Nominating Committee shall solicit and select candidates to run for elected  and appointed office, compose the ballot, analyze returns, and report election results to the Board and to the membership at the Annual Business Meeting. All candidates shall be members of the organization. No member of the Nominating Committee shall be a candidate for office in the elections managed by that committee.

Education Committee: The Education Committee shall be responsible for planning, conducting, and promoting opportunities for professional development  sponsored by the organization alone or in cooperation with other organizations. The committee members' appointment shall last for one year.

Scholarship Committee: The Scholarship Committee shall be responsible for selecting the recipients of the organization's scholarships and for promoting awareness of those scholarships. The committee shall also assist with fundraising initiatives in support of scholarships. The committee members' appointment shall last for one year.

Membership Committee: The Membership Committee shall work on programs to recruit and retain members, as well as develop and promote membership benefits The vice president shall serve as chair of the committee. The committee members' appointment shall last for one year.

Annual Meeting Program Committee: The Annual Meeting Program Committee shall plan all aspects of the organization's annual meeting as pertains to its content, e.g. sessions, presenters, speakers, etcetera.  The committee will work in conjunction with the Annual Meeting Local Arrangements Committee, as well as the Education Committee, the latter of which leads planning on Annual Meeting workshops. The Program Committee chair shall serve as chair of said committee.  The committee members' appointment shall last for one year.

Annual Meeting Local Arrangements Committee: The Annual Meeting Local Arrangements Committee shall coordinate logistics for the organization’s annual meeting as pertains to the physical meeting space, e.g. hotel booking, catering, vendor relations, etcetera. The committee will work in conjunction with the Annual Meeting Program Committee, as well as the Education Committee, the latter of which leads planning on Annual Meeting workshops. The Local Arrangements Committee chair shall serve as chair of said committee. The committee members’ appointment shall last for one year.

Other Committees and Task Force groups: Committees and/or task force groups shall be created or abolished as needed by vote of the Board. Committees shall be established when long-term needs exist, whereas task force groups shall be created to address specific, short-term needs.

9. MEETINGS

The organization shall hold at least one meeting per year that shall constitute the Annual Business Meeting. Dates and details of any other meetings, workshops, or similar activities shall be determined by the Board. Members present shall constitute a quorum for the transaction of business.

10. RECORDS

The Georgia Archives will serve as official repository for the archives of the organization.

11. PUBLICATIONS

When sufficient funds are available, the organization shall publish the annual journal Provenance, a quarterly newsletter, and other publications as determined by the Board. Members of the organization and institutional subscribers shall be entitled to receive the serial publications.

Institutional Subscriptions: Individual subscriptions to Provenance shall be open to any organization or corporation that has paid all current dues assessed by the organization. Subscribers shall have no benefits or privileges other than the organization's journal. Subscribers shall have no voting privileges. The dues for subscribers shall be determined by majority vote of the Board.

12. AMENDMENTS AND REVISIONS TO BYLAWS

Amendments and revisions to the Bylaws must be approved by a two-thirds majority of the voting members of the Board and ratified by a two-thirds majority of the organization’s members casting a vote, regardless of membership type. A copy of the Bylaws shall be made available  publicly via the organization’s website.

Revised Bylaws approved by SGA membership: October 2016

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