Introduction
This document outlines the by-laws by which the Society of American Archivists Eagles’ Memories (SAAEM) Chapter of North Carolina Central University will operate. The change history of this document can be found in Appendix A.
I. Duties of Officers
A. The Chapter President shall be chair of the Executive Board with ultimate responsibility for the Chapter’s operations at North Carolina Central University (NCCU). The President will consult regularly with the Chapter’s liaison to the Society of American Archivists. The President will be an ex-officio member of all committees.
B. The Vice-President shall assume the duties of the President in the latter’s absence, assume the office of the President should it become vacated, and direct external communications within the University community. External communications include internal and external marketing of events and meetings, new member orientation, communicating Chapter-related public information amongst faculty and students, and public relations.
C. The Secretary shall be responsible for recording all Chapter meetings and activities, and for maintaining files of all permanent Chapter records on Mobilize. Record-keeping extends to maintaining lists of speakers and attendees of all chapter events, including digital audio-visual, photographic, text, and other data records[1] . The annual Report on Chapter Activities, to be submitted to the Executive Office of the Society of American Archivists, will be prepared by the Secretary.
D. The Treasurer shall have responsibility for all financial matters of the Chapter, including maintaining a traditional bank account. The Chapter will not use applications such as Zelle or other “cash apps” for purchases by individual members. Included in the Treasurer’s duties will be preparing and balancing the Chapter budget, providing an account of the Chapter’s financial status at every monthly meeting, overseeing sanctioned fund-raising activities such as gather sales and paying applicable taxes and fees, tracking donations and gifts to the Chapter, and other accounting duties as assigned by the Executive Board. The Treasurer is responsible for the preparation of a Chapter financial report at the beginning and close of each academic semester.
E. The Webmaster shall have the responsibility for maintaining the Chapter website and Mobilize platform, which includes listserv and cloud drive capabilities. The Webmaster is also responsible for maintaining the Chapter’s email account, currently on WordPress.com[2] .
II. Duties of the Executive Board
A. The Chapter Executive Board may agree to appoint members to serve in the planning and coordination of organizational activities.
B. The President and Treasurer are authorized to have full access and control over any and all bank accounts associated with the Chapter. This means that the President and the Treasurer are authorized to make withdrawals and deposits, change account information for existing accounts, create new accounts if needed, and add users to the account, in extreme circumstances only.
III. Elections
A. Annual elections for the offices of President, Vice President, Secretary, Treasurer, and Webmaster shall be held in the Spring Semester, after the mid-term break has concluded. Only active Chapter members in good standing and have paid their SAA dues are eligible to be nominated for an office.
B. The nomination and election of officers will be coordinated by an Ad Hoc committee of non-officer Chapter members appointed by the Executive Board.
C. The Ad Hoc Committee will ensure that a list of nominees for all offices, and their brief written statements, are posted on the Chapter website at least one week prior to the election.
D. All Chapter members in good standing are entitled to vote for officers. Voting shall be by anonymous digital ballot using a tool such as SurveyMonkey or other tool chosen by the Ad Hoc Committee. Faculty advisors will consult with the Chapter’s SAA Liaison to verify Chapter members in good standing. Faculty Advisors must ensure that elections are fair and valid.
IV. Committees
A. Standing program committees of continuing areas of interest designed to meet the objectives of the chapter shall consist of volunteer Chapter members.
B. Ad Hoc committees shall be appointed as necessary by the Executive Board.
ADDITIONAL RESOURCES
Robert’s Rules of Order
Eagles Memories 