Section II. Officers

A. Composition1

  1. The elected officers of the Society are a president, a vice president, and a treasurer.
  2. The president and the vice president serve terms of one year each. The treasurer serves a term of three years.
  3. Officers take office at the conclusion of the annual business meeting following the election. They are ineligible for immediate reelection.

B. Duties

  1. ​​​In addition to the responsibilities and activities of ​Council, the ​​​specific Officer duties​ are outlined in​ the ​​​individual position descriptions​​ and include the following:
    1. Ensuring the legal and ethical integrity of the organization.
    2. Providing proper financial oversight and ensuring adequate financial resources.
    3. Establishing policy for the Society.
    4. Ensuring effective planning.
    5. Monitoring and strengthening programs and services.
    6. Ensuring the organization’s public standing.
    7. Supporting the work of the paid staff.
    8. Selecting, supporting, and evaluating the CEO.
  2. Together with the CEOI, the officers are responsible for ensuring that records of continuing value to the Society are transferred to the Society’s archives.3

C. Other

  1. ​To ensure that the Society has a broad pool of leadership and to avoid potential power imbalances, elected​ officers of the Society ​​​are discouraged from serving​ as officers, steering committee members, or editors on other SAA bodies except where this service is specifically mandated​ or their specific expertise is essential​.
  2. Elected officers of the Society will not concurrently serve as paid employees of SAA, except to complete pre-existing contracts.5

Approved by the Council: June 1991
Revised May 2011, April 2025

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.

President

A. Term of Office

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 their 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.

B. Functions

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."

C. Duties

The SAA President provides vision, and leadership for the Society as a subject matter expert on behalf of the archives' profession. The President fulfills the following duties:

1. Preside over the Society's business meeting at the Annual Meeting.

2. Convene, facilitate, and call into session Executive Committee and Council meetings to ensure that  agenda items are discussed, voices are heard, and generative debate is fostered in a spirit of collaborative leadership.

3. Facilitate productive and supportive communication between SAA Council, CEO, and Staff.

4. Support the vice president in appointing 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 their term in office, according to the guidelines for each of these roles, and SAA practice. 

5. Initiate and sunset standing committees, task forces, and other groups with the advice and approval of the Council.

6. Support Council and Executive Committee to make informed decisions and share knowledge by inviting subject matter experts , committees, and other relevant stakeholders to present on issues of importance or concern to the president, the CEO, the Council, or the Society at large.

7. Sign the current employment contract with the CEO..

8. Direct the search for a new CEO when necessary.

9. Appoint Council members to Council committees.

 

Approved by Council: June 1991
Revised: January 1992, May 2011, April 2025

Vice President

A. Term of Office

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.

B. Functions

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."

C. Duties

  1. Serve as a member of the Executive Committee.
  2. Serve as a member of the Council.
  3. Collaborate with the President to shepherd projects, initiatives, and programming. 
  4. In the absence of the president, preside at business meeting(s) of the Society and meetings of the Council.
  5. 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.
  6. Appoint the chair and members of the Program and Host Committees for the meeting over which they 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, April 2025

Treasurer

A. Term of Office

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 their capacity as an SAA Executive Committee member.

B. Functions

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 CEO; 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."

C. Duties

  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 CEO, 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 CEO 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. Enusre the Society's copy of the current employment contract and position description for the CEO is available in the SAA document library for Council reference. 
  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 CEO to achieve a balanced annual budget and an adequate reserve fund.
  11. Together with the Council, review all SAA proposals for external financial support before they are submitted to  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, April 2025.