Constitution of the South Carolina Archival Association
The name of the organization is the South Carolina Archival Association.
The purpose of the South Carolina Archival Association (SCAA) is to foster cooperation and exchange of information among individuals and institutions interested in archival and related activities; to promote the preservation and use of manuscript and archival resources of the state; to share information on archival theories and practices; to provide a forum for discussion of matters as they pertain to the archival profession; and to cooperate with organizations and professionals in related fields. The purpose for which the Association is organized is exclusively educational within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue Law. Notwithstanding any other provisions of these articles, this organization shall not carry on any activities not permitted to be carried on by an organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue Law.
A) Membership is open to any persons interested in the purposes of the Association upon payment of the annual dues.
B) Dues shall be recommended by the Executive Board of the Association and shall be established by a majority vote of the members attending the annual business meeting.
Officers and Executive Board
A) The officers of the Association shall be president, vice president/president elect, secretary, treasurer, two directors, and membership officer. The vice president shall be elected at the annual business meeting for a term of one year and shall serve as president elect of the Association, automatically succeeding to the presidency the following year. The secretary and treasurer in staggered terms shall serve for two years. The two directors in staggered terms shall serve for two years. The membership officer shall serve for two years. In case of a vacancy in the presidency, the vice president shall assume that office and hold it for the remainder of that term and for his or her own complete term as president. A vacancy in any of the offices, except president, may be filled by a majority vote of the Executive Board. The person designated shall hold the position for the remainder of the unexpired term. However, a vice president elected by the Executive Board shall not succeed automatically to the presidency the following year, but rather a president as well as a vice president shall be elected at the next annual meeting.
B) The voting members of the Executive Board shall consist of the seven officers. The immediate past president and the newsletter editor of the Association shall serve as ex officio, non-voting, members of the Executive Board. The Executive Board has the authority to appoint other ex-officio, non-voting, members as needed.
C) The government of the Association, the management of its affairs and the regulation of its procedures, except as otherwise provided in this Constitution, shall be vested in the Executive Board.
D) The Executive Board shall be responsible for the Association funds, establishing appropriate procedures for accounting and auditing.
The Association shall hold at least one meeting a year, which shall constitute the annual meeting. Dates and details of any other meetings, workshops, or similar activities shall be determined by the Executive Board. Notices of such meetings shall be mailed at least thirty days before the date of the meeting. Members present shall constitute a quorum for the transaction of business.
The Executive Board shall meet at least four times yearly and notice shall be given by the secretary at least five days before the meeting. The Executive Board may be convened at the call of the president or of two voting members of the Executive Board. Four voting members present constitute a quorum for the transaction of business.
The Executive Board is authorized to adopt such bylaws as needed to regularize the administrative practices of the Association. An up-to-date copy of the bylaws shall be available to any member upon request to the president or secretary. All or part of the bylaws shall be subject to change by a majority vote of the members attending the annual meeting.
Amendments to this constitution shall be proposed in writing by five members and filed with the president. Such amendments will be reviewed by the Executive Board and put before the membership by mail at least thirty days before the annual meeting. A two-thirds vote of those members attending the annual meeting shall be required.
Upon dissolution of the Association, assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, or corresponding section of any future federal tax code, or shall be distributed to the federal, state, or local government for a public purpose. Any such assets not so disposed of shall be disposed of by a court of competent jurisdiction of the county in which the principal office of the organization is then located, exclusively for such purposes.
Promulgated by the South Carolina Archival Association Steering Committee
Columbia, South Carolina
January 5, 1999