SAA Annual Membership (Business) Meeting

Wednesday, August 5, 2:00 PM - 3:30 PM CT

Given the nature of the 2020 virtual conference, the SAA Council has determined that, for the August 5, 2020, meeting only, the Rules of the Business Meeting will be waived. Current limitations in our Zoom platform preclude us from distinguishing between SAA members and nonmembers and connecting those by phone to ensure a proper vote. For this reason it is impractical to conduct a vote on suspending the Rules or any potential new business.

All required reports will be presented at the meeting, but no new business will be considered.  Remember that matters of consequence are not voted on at the Annual Membership Meeting, but are either referred to the SAA Council for resolution or are put to an all-member referendum. 

If any member would propose new business to be considered by the Council or the membership, please send it to president@archivists.org at any time. 

Be assured that, for future conferences, we will explore technologies that will make it possible to conduct our Membership Meetings online AND in compliance with Robert’s Rules of Order.

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Rules for the SAA Business Meeting

At the beginning of the Society's annual business meeting, the President shall present the following rules for adoption by a majority vote of those members present and voting. Once adopted, the rules may be suspended or amended only by a two-thirds (2/3rds) majority of members present and voting unless such suspension or amendment conflicts with the Society's constitution or bylaws. Notice of the rules of the business meeting shall be made in writing to all meeting registrants through their registration packets.

1. Full members, student members, and honorary members may vote at the Society's business meetings. Each institutional member may identify a primary contact person who is eligible to vote.
2. In any question of the membership status of an individual, the executive office roster of members for the month in which the annual meeting begins will be definitive.
3. All members may participate in discussions at the business meeting.
4. Nonmembers may speak by general consent of the membership; if a member calls into question the participation by a nonmember, the chair will ask for a vote by the members present. A simple majority will provide consent to speak.
5. Persons seeking recognition from the chair shall identify themselves for the record, giving their names, institutional or other affiliation, and whether they are members or nonmembers.
6. One hundred (100) individual members constitute a quorum.
7. Debate shall be limited to five minutes for each speaker; no speaker may have the floor twice until all who wish to speak have spoken.
8. All resolutions to be brought before the business meeting for action shall be submitted in writing to the Executive Director no later than noon of the day preceding the business meeting and shall be available to members at the meeting. Resolutions from the floor may be considered by majority vote, except as required by the Constitution.
9. At the beginning of the meeting the President will announce the agenda, call for additions or amendments, and call for a vote to approve the agenda. After the agenda has been adopted by the majority of the members present and voting, it can be departed from only by the general consent or by two-thirds vote if any members request a vote.
10. Proxy votes are not permitted.
11. Aside from the rules above, Robert's Rules of Order (latest revised edition) will govern the business meeting.