Last amended 2010, approved 2011.
ARTICLE I. Name
The name of this Chapter shall be the New England Chapter of the American Society for Indexing.
ARTICLE II. Objectives
The objectives of this Chapter shall be in keeping with the objectives of the American Society for Indexing. They include the following:
- To provide a local forum for better communication among indexers
- To improve the quality of indexing by offering continuing education opportunities in indexing and related fields.
- To promote the importance of professionally prepared indexes as a standard component of all media, print and electronic
ARTICLE III. Policies
The policies and procedures of the American Society for Indexing, as applicable, shall also be the policies and procedures of this Chapter.
ARTICLE IV. Membership
Membership in the New England Chapter (to be referred to as Chapter in the remainder of this document) shall include all those members of the American Society for Indexing who choose to affiliate with this chapter. Only members of the American Society for Indexing may be members of the Chapter.
ARTICLE V. Chapter Requirements
Section 1. This Chapter shall:
a) Maintain a membership of at least ten active (i.e., dues- paying) ASI members
b) Not be an integral part of any other national organization
c) Ensure the Chapter bylaws are current and in force and are not in conflict with the bylaws and policies of the American Society for Indexing
d) Hold at least one meeting per fiscal year
Section 2. Should the Chapter fail to observe these requirements, see Article XIII.
ARTICLE VI. Dues and Fees
The American Society for Indexing will allocate the per member allotment, as determined by the ASI Board of Directors, to the local Chapter, at the end of each fiscal year for the previous fiscal year. Chapter officers will set charges for chapter meetings, events, and expenses as needed.
ARTICLE VII. Fiscal Responsibility
Section 1. The Chapter's fiscal year shall correspond to the fiscal year of the
American Society for Indexing. The local Chapter is financially responsible to ASI.
Section 3. The Treasurer shall report to the membership on chapter finances at least once per year at the designated Annual Business Meeting, and keep other officers informed of the Chapter's financial status.
ARTICLE VIII. Executive Committee
Section 1. The Executive Committee shall consist of five officers:
b) Vice-President (President-Elect)
e) Immediate Past President
Section 2. A term of office shall be one year, with the exception of the office of Treasurer, whose term shall be two years.
Section 3. The Vice-President (President-Elect) serves as Vice President for one year, President for the following year, and Immediate Past President for the following year.
Section 4. Officers shall assume their duties at the beginning of each term and shall serve for one year (except for the Treasurer, who shall serve two years) or until their successors are duly elected or appointed.
Section 5. Vacancies in office shall be treated as follows:
a) In the event of resignation, incapacity, or death of the President, the Vice-President (President-Elect) shall become President for the remainder of the unexpired term. If the office of the Vice-President (President-Elect) is vacant, then the remaining members of the executive committee shall hold a vote to elect one of its members to fill the unexpired term.
b) Vacancies in offices other than President shall be filled by appointment for the unexpired term by the Executive Committee.
Section 6. The Executive Committee shall meet on call by the President, or by any two members of the Committee, for the consideration of special matters between regular meetings of the Chapter. A meeting may be conducted in person, by conference call, or by electronic conferencing.
Section 7. A majority of the elected officers shall constitute a quorum for a meeting of the Executive Committee.
Section 8. Duties of Officers
a) The President, as the principal officer of the Chapter, shall
- Preside at all meetings of the Chapter and the Executive Committee
- Appoint standing and special committee chairpersons with the approval of the Executive Committee
- Serve as ex-officio member of all committees except the nominating committee
- Bring to the attention of the Chapter all pertinent information from the American Society for Indexing
- Approve all disbursements of funds over $100. Such approval shall be in advance and in writing in any form that will provide a permanent record, including fax and e-mail. The President may name in writing, in print or electronic form, a designee to approve such disbursement of funds in the event he/she will be unavailable to do so.
- Send the names and addresses of all officers and chairpersons to the Chapter Relations Chairperson immediately following election or appointment; and immediately report of any changes affecting the officers
- Share responsibility with the Vice-President (President-Elect) for program planning for the Chapter as outlined in the Chapter position description for President
- Become Immediate Past President on expiration of term of office as President
b) The Vice-President (President-Elect) shall
- Preside, in the absence of the President, at all meetings of the Chapter and Executive Committee
- Become President on expiration of term of office as Vice-President, and for the unexpired term in case of resignation, incapacity, or death of the President
- Serve in such capacities as assigned by the President
- Share responsibility with the President for program planning for the Chapter as outlined in the Chapter position description for Vice-President (President-Elect)
c) The Secretary of the Chapter shall
- Take and record accurate minutes of the proceedings of all meetings of the Chapter and Executive Committee
- Preserve in a permanent file, paper and/or electronic, all records and letters of value to the Chapter and its officers, except for the Treasurer's records which are kept by the Treasurer per Section 4(d) of this article.
- Maintain chapter membership list as well as contact information for non-members
- Moderate the NEASITalk listserv
- Serve as registrar for Chapter meetings
d) The Treasurer shall
- Have charge of all monies of the Chapter and shall report about the current financial state of the Chapter at the annual business meeting
- Apply for and receive per member allotment of the Chapter from the Treasurer of the American Society for Indexing, to be used for activities of the Chapter
- Work with national ASI financial structure to pay all bills. The President shall approve disbursements over $100, in advance and in writing in any form that will provide a permanent record, including fax and e-mail. The President may name in writing, in print or electronic form, a designee to approve such disbursement of funds in the event he/she will be unavailable to do so.
- Keep an itemized record in a permanent file, paper and/or electronic, of all receipts and expenditures
e) The Immediate Past President shall
- Participate in Executive discussions and decisions
- Provide guidance to the President and Vice-President (President-Elect) in program planning and other Chapter activities as requested
Section 9. Each officer shall deliver, immediately after retiring from office, all accounts, books, records (paper and electronic), and other property belonging to the Chapter to the newly elected officer.
ARTICLE IX. Nominations and Elections
Section 1. The Chapter President shall appoint a Nominating Committee who shall select a slate of one or more nominees for each office.
Section 2. Officers shall be elected by a vote of Chapter members in good standing. Voting shall be conducted via paper or electronic ballot.
Section 3. Only ASI members in good standing shall be eligible to hold office.
ARTICLE X. Meetings
Section 1. Regular meetings shall be held at least once during each fiscal year unless otherwise ordered by the Chapter membership or the Executive Committee. All members shall be notified of the time and place of said meetings. Notification shall be in electronic format such as e-mail. Chapter business to be discussed at said meetings shall be included in the notice. Meetings may be conducted in person, by conference call, or by video or electronic conferencing.
Section 2. At least one regular meeting each fiscal year shall be designated the Annual Business Meeting, at which time reports summarizing the previous year's activities shall be given. This meeting may be conducted in person, by conference call, or by electronic conferencing and should have a minimum of ten Chapter members present, or 20% of membership, whichever is smaller.
Section 3. Special meetings of the Chapter may be called by the President or by any five members, provided that all members are notified of time, place, and purpose of the meeting. The meeting may be conducted in person, by conference call, or by electronic conferencing.
Section 4. Ten Chapter members (or 20% of membership, whichever is smaller) shall constitute a quorum. If a quorum is not met at a meeting, any required vote on business discussed at said meeting may be conducted using electronic or mailed (USPS) ballot, or at a later meeting where a quorum is present.
ARTICLE XI. Special and Standing Committees
Section 1. The Executive Committee shall establish and dissolve all committees, with the exception of the Executive Committee.
Section 2. The President shall appoint all Special and Standing Committee chairs subject to the approval of the Executive Committee. Only ASI members in good standing shall be eligible for the chairmanship of a committee. Committee chairs shall be appointed for a term of one year and may be reappointed, but no committee chair shall serve more than three consecutive years as chair of the same committee unless no one else steps forward to accept committee chair appointment.
Section 3. Special and Standing Committee chairs shall appoint committee members subject to the approval of the President. Committee members shall be appointed for a term of one year and may be reappointed.
Section 4. Special and Standing Committees may consist of only one member, but then the member, as chair, may stay sole member for a maximum of three consecutive years unless no one else steps forward to serve on the committee.
ARTICLE XII. Amendments
Section 1. Amendments to the bylaws may be proposed by the Executive Committee or by a Bylaws Committee. Individual members may submit suggested bylaw changes to any member of the Executive Committee or to the Chairperson of the Bylaws Committee if one has been appointed.
Section 2. A vote on proposed amendments shall be conducted via paper or electronic ballot. All proposed amendments shall be sent in writing (by mail, fax or electronic mail) to every member of the Chapter 30 days prior to the deadline of the ballot.
Section 3. These bylaws may be amended by a two-thirds majority of the total votes cast by Chapter members.
Section 4. The final adoption by the Chapter of amendments to these bylaws shall be contingent upon the approval of the Board of Directors of the American Society for Indexing.
Section 5. When an amendment that affects Chapter bylaws is adopted by the American Society for Indexing, the Chapter shall automatically amend its bylaws to conform.
ARTICLE XIII. Dissolution
Chapter dissolutions must be approved by the Board of Directors of the American Society for Indexing. Upon dissolution of this Chapter, all its assets remaining after payment of all costs and expenses of such dissolution shall be distributed to the American Society for Indexing, and none of its assets will be distributed to any member or officer of this Chapter.