Midwest Archives Conference Constitution
The name of this organization shall be the Midwest Archives Conference (hereinafter referred to as Conference).
The goals of the Conference are to promote cooperation and exchanges of information among individuals and institutions interested in the preservation and use of archival and manuscript materials in the Midwest and adjoining areas; to disseminate information on research materials and archival methodology; to provide a forum for the discussion of matters of common concern; and to cooperate with local, state, regional, national, and international archival operations in their objectives, and with other cultural and educational organizations.
1. Eligibility for Membership. Membership shall be open to any person or entity interested in Midwestern archival activity. Membership is activated by payment of current dues assessed by the Conference or by designation as an individual emeritus member without dues assessment. Membership shall terminate for non-payment of dues at the end of a grace period as established by council.
2. Membership Year. The membership year shall be from January to December.
3. Membership and Voting Privileges. Voting privileges shall be held only by individual members who have paid all current dues and are therefore "voting members." Each voting member shall be entitled to one vote on all issues coming before the membership for consideration and shall be entitled to such benefits and privileges of membership as shall be set forth in the regulations and proceedings of the Conference.
4. Categories of Membership. Categories of membership and the schedule of membership dues shall be determined by the council and submitted for approval by a majority vote of the voting members present and voting at the next annual business meeting of the Conference.
IV. OFFICERS AND GOVERNMENT
1. Officers. The officers of the Conference shall be a president, a vice-president, a secretary, and a treasurer. No more than one (1) individual member of a single repository may be elected to serve at any one time as an officer of the Conference.
A. The council shall consist of the president, and the following voting members: vice-president, secretary, treasurer, and five (5) additional voting members. The president shall break all ties in the voting of the council. The council shall establish its own operational procedures except that the officers of the Conference shall serve in the same capacities on the council.
B. No more than one (1) individual member of a single repository may be elected to serve at any one time as one of the five (5) additional voting council members of the Conference. In the event of a vacancy on the council, other than the officers, the council shall appoint a replacement to serve until the next election.
The Conference is authorized and directed to prepare, adopt, or amend such bylaws as may be desirable to carry out the administrative practices of the Conference. An up-to-date copy of these bylaws shall be available to any member upon request to the secretary. Any part of the bylaws shall be subject to amendment by the Conference. Bylaw amendments may be made by a majority vote of the voting members present and voting at the annual business meeting.
The Conference shall hold an annual business meeting in the spring of each year and such special meetings as may be called by the president with the approval of council. Written notice of the place, day, and hour of the annual business meeting and special meetings shall be distributed to the general membership at least forty-five (45) days in advance.
VII. QUORUM AND VOTE REQUIRED FOR LEGAL ACTION
At least five (5) council members, one of whom shall be the Conference president or vice-president; and one-fourth (1/4) of the voting membership, or fifty (50) voting members, duly present, whichever is the smaller number, shall constitute a quorum at any regular or special meeting noted in this constitution and/or bylaws. A majority of the legal votes cast shall be required to take action unless otherwise specified.
In the event of the dissolution of the Conference, its property, funds, and other assets, shall pass to whatever agency or entity may be designated by the council in office at the time of dissolution. Council's designation of an agency or entity to receive the Conference's assets shall be subject to ratification by the membership by ballot with a plurality of votes required. The records of the Conference shall pass to an agency or entity as specified by written agreement, if any, or if none is in existence at dissolution, to such repository as may be designated by the council in office at the time of dissolution.
Amendments to this constitution must be proposed in writing by one or more council members or by at least five (5) members and filed with the secretary sixty (60) days in advance of the annual business meeting. The proposed amendments shall be communicated by the secretary to all members at least forty-five (45) days in advance of the annual business meeting. Two-thirds of the voting members present and voting at the annual business meeting are required for passage of an amendment.