Approved by the Council: June 1991
Revised: July 2013
1 The source for Section II.A. is the Constitution of the Society of American Archivists, Article V.A.1.
2 This list of duties is based on Richard T. Ingram, Ten Basic Responsibilities of Nonprofit Boards, Second Edition (BoardSource, 2009).
3 The source for Section II.B.2. is the Constitution of the Society of American Archivists, Article VII.
4 Per resolution adopted by the Council at its January 30-February 1, 1987, meeting and reaffirmed at the June 2-4, 1989 meeting.
5 Per resolution adopted by the Council at its June 5-7, 1987, meeting and reaffirmed at its June 2-4, 1989 meeting.
Article V of the Society's constitution states that the president serves a one-year term of office subsequent to a one-year term of office as vice president. The terms of office begin at the conclusion of the Annual Business Meeting after the election. Because the vice president automatically becomes president, the president is ineligible for immediate reelection. According to the SAA Foundation's bylaws, the SAA president also serves on the SAA Foundation Board of Directors in his or her capacity as an SAA Executive Committee member. Subsequent to serving one year as SAA president, the SAA immediate past president serves one year on the SAA Foundation Board of Directors.
Bylaw 1 of the Society's bylaws states, "The president shall direct and coordinate the affairs of the Society, preside at all business meetings of the Society, of the Council, and its Executive Committee, and shall perform such duties as may be directed by the Council."
1. Preside over the Society's business meeting at the Annual Meeting.
2. Serve as a member of and preside over meetings of the Council.
3. Serve as a member of and chair the Executive Committee. The president shall call the Committee into session.
4. May at his or her discretion appoint the chairs and the members of SAA committees, boards, task forces, and working groups, as well as representatives whose positions are created or become vacant during his or her term in office, according to the guidelines for each of these and SAA practice. Traditionally, the vice president / president-elect appoints representatives and chairs and members of SAA bodies who will commence their service at the beginning of his or her term as president. In general, the vice president fills vacancies occurring in mid-year in consultation with the president.
5. Create and terminate standing committees, task forces, and other groups with the advice and approval of the Council.
6. Direct representatives to outside committees and boards to present issues of importance or concern to the president, the executive director, the Council, or the Society at large before those committees and boards. The representatives shall bring the discussion of such issues by the outside committees and boards before the Executive Committee or the full Council for consideration and further advice.
7. Sign the current employment contract with the executive director.
8. Direct the search for a new executive director when necessary.
9. Appoint newly-elected Council members to Council committees.
Approved by Council: June 1991
Revised: January 1992, May 2011
Article V of the Society's constitution states that the vice president is elected and serves a one-year term of office. The term of office begins at the conclusion of the Annual Business Meeting after the election. The vice president shall automatically become president at the conclusion of the following year's Annual Meeting. According to the SAA Foundation's Bylaws, SAA vice president also serves on the SAA Foundation Board of Directors in his or her capacity as an SAA Executive Committee member.
Bylaw 1 of the Society's bylaws states "The vice president shall perform the duties of the president in case the president is absent or incapacitated and, in case of a vacancy in the presidency, shall assume that office and hold it for the remainder of the term."
1. Serve as a member of the Executive Committee.
2. Serve as a member of the Council.
3. In the absence of the president, preside at business meeting(s) of the Society and meetings of the Council.
4. Appoint the chairs and members of SAA committees, boards, task forces, working groups, and representatives according to the guidelines for each of these and SAA practice. Traditionally, the vice president / president-elect appoints representatives, chairs, and members of SAA bodies who will commence their service at the beginning of his or her term as president. The vice president fills vacancies occurring in mid-year in consultation with the president.
5. Appoint the chair and members of the Program Committee for the meeting over which he/she will preside as president.
6. Appoint the chair and members of the Host Committee for the meeting over which he/she will preside as president.
7. The vice president / president-elect appoints the chair of the Nominating Committee in the event of a tie for that office, according to the procedures in Bylaw 5.A.
Approved by Council: June 1991
Revised: January 1992, May 2011
Article V of the Society's constitution states that the treasurer shall be elected for a term of three (3) years beginning at the conclusion of the Annual Business Meeting following the election and shall be ineligible for immediate reelection. According to the SAA Foundation's bylaws, the SAA treasurer also serves on the SAA Foundation Board of Directors in his or her capacity as an SAA Executive Committee member.
Bylaw 1 of the Society states, "The treasurer shall be responsible for: planning and formulating financial policy in consultation with the Finance Committee and the Executive Director; recommending such policies to the Council; reviewing the annual budget before its submission to the Finance Committee and to the Council; internal auditing of all Society financial operations; providing an annual report on the Society's finances; and investing special funds and endowments on the advice and consent of the Finance Committee and the Council. In the absence of the president and vice president, the treasurer shall preside at business meeting(s) of the Society and meetings of the Council."
1. Serve as chair of the Finance Committee.
2. Prepare an annual treasurer's report. Present the report at the Annual Business Meeting and submit it for publication in The American Archivist.
3. In consultation with the Finance Committee and the Executive Director, recommend an annual budget to the Council.
4. Analyze all SAA financial statements. Report financial status, trends, and problems at each Council meeting. Make recommendations to the Executive Director and the Council.
5. Consult with the SAA office to assure that an annual audit is performed. Analyze audit results and report findings to the Council.
6. Working with the Finance Committee, oversee investment policy for special funds and endowments.
7. Hold the Society's copy of the current employment contract with the executive director.
8. Ensure that the annual giving program is undertaken by the executive director.
9. In the absence of the president and vice president, preside at business meeting(s) of the Society and meetings of the Council.
10. Work with the Council, the Finance Committee, and the executive director to achieve a balanced annual budget and an adequate reserve fund.
11. Together with the Council, approve all SAA proposals for external financial support before submission to the funding agencies.
12. Together with the Finance Committee and the Council, triennially review the dues structure to assure its sufficiency.
13. Serve as a member of the Executive Committee.
Approved by Council: June 1991; revised August 2009.