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By-Laws of the Society

(As revised April 2002)

Statement of Purpose

The purpose of the Society is to encourage, promote, and foster historical, archival, and other related activities of and about the United States Government. The Society accomplishes its purpose by:

  • addressing the professional needs of not only its members but the larger community of professionals dealing with federal history;
  • supporting the agencies and offices which employ those professionals and encouraging other agencies and offices to establish historical offices and/or undertake historical, archival, and other related efforts in a professional manner;
  • fostering a stronger relationship between those engaged in federal history and the larger professional community, broadly defined to include academe, museums and historical organizations, archives and libraries, and related agencies, including involvement of both the Society and its members in other professional associations and attention by the latter to the needs and concerns of federal historians, archivists, and other professionals;
  • fostering better public understanding of the important role that history plays in the work of the federal government; and
  • taking other actions deemed by the Society to be supportive of its purposes.

I. Members

The Society shall have three classes of members, determined by the amount of dues paid: regular members, sustaining members, and patrons (hereafter referred to collectively as “members”). Members of the Society shall have the right to conduct the business of the Society and the right to serve as officers in the Society. The qualifications for membership shall be support of the aims of the Society and payment of the requisite level of dues.

Dues for all classes of membership shall be established by the Executive Council. Failure to pay dues within sixty days of notification (January 1) shall constitute forfeiture of membership, but membership will be renewed whenever dues are paid.

Within the group of members is a set of charter members. A charter member is any individual who contributed the sum of ten dollars to the Society by May 1, 1980.

Honorary members of the Society shall be elected by majority vote of the Executive Council. They may be nominated by any regular member of the Council or by a petition signed by at least twenty–five members of the Society. Honorary membership will generally run indefinitely, but it may be revoked at any time by a two–thirds vote of the Executive Council.

The membership year of the Society runs from January 1 through December 31.

II. Officers, Executive Council, and Committees

Any member of the Society may serve as an officer, in an administrative staff position, or as a member of a committee. Termination of membership shall automatically result in loss of office.

The Society shall have the following officers: a President, a Vice–President, a Secretary, and a Treasurer. The Executive Council is the governing body of the Society. It shall have the following administrative committees: a Finance Committee, a Nominating Committee, and an Awards Committee. The Society may have administrative staff appointed by the executive council, including an executive director, an editor, and an archivist/historian, among others, as the executive council may deem appropriate.

The Vice–President shall be selected by the Nominating Committee and upon ratification by the membership in a regular election of other officers serve a one–year term, after which he or she shall succeed to the Presidency for a one–year term. The Treasurer shall be elected for a two–year term. The Secretary is an elected officer of the Society and a voting member of the Executive Council. The Secretary and the Treasurer will serve staggered terms with one being elected each year for the aforementioned two–year term.

The Executive Council shall consist of all officers of the Society ex officio and four members of the Society who hold no other elective office. The latter four members shall be elected by the Society for two year terms, with two new members elected each year.

The Finance Committee shall consist of the Treasurer and two other members of the Executive Council. The latter two members shall be appointed by the President with majority approval of the Executive Council for one year terms.

The Awards Committee shall consist of three members of the Executive Council who are not members ex officio.

The Nominating Committee shall consist of four regular members of the Society who hold no other elective office and one of the four members of the Executive Council who are not members ex officio. The regular members shall be elected by the Society for two year terms, with two new members elected each year. The Executive Council member shall be nominated by the President and elected by a majority vote of the Executive Council for a one year term. The chairperson of the Nominating Committee shall be selected each year by the committee itself, from among the two regular members serving their second year on the committee.

The Nominating Committee shall conduct elections by mail annually in May. That committee shall by February 1 of each year nominate two candidates for each office to be filled, except for that of Vice President, and shall inform the Society’s members of those nominations. In the case of the Vice President, the committee shall select a single candidate whose name will appear on the ballot for ratification by the membership. The Nominating Committee shall secure the approval of all nominees before nominating them.

In addition to these nominations, the ballot shall contain the names of candidates for any office who have been nominated by petition. A petition must be signed by at least twenty-five members of the Society, with the written approval of the proposed candidate, and must be transmitted to the Nominating Committee by March 15.

Ballots will be prepared by the Nominating Committee and mailed to all members of the Society at least four weeks before the date of the elections, May 1 of each year. They must be returned to the chairperson of the nominating committee by the date of the election in order to be counted. Elections will be decided by a plurality of votes cast. Should there be a tie, the decision will be rendered by a majority vote of the elected members of the Executive council.

Newly elected officers will assume office as of June 1.

In the event of death or resignation of any elected officer or elected member of an administrative committee, the Executive Council may elect, by majority vote, a replacement to serve until the next annual election. Any appointed officer may be removed from office by a vote of five members of the Executive Council.

Any elected officer may be removed from office by a vote of five members of the Executive Council and a subsequent, concurring vote of at least fifty percent of all regular members in good standing.

III. Powers and Duties of Officers, Executive Council, Administrative Staff, and Administrative Committees

All officers, Executive Council, administrative staff, and members of administrative committees shall serve without compensation.

The President shall supervise the work of the Society, formulate policies for presentation to the Executive Council and members, and execute decisions as necessary. The President shall convene a general business meeting at least annually and an Executive Council meeting at least quarterly. The President shall chair these meetings. The President shall sign all documents issued in the name of the whole Society and either serve as the principal representative of the Society to other organizations or designate another member or members of the Society to perform these functions. Together with the Treasurer, the President shall represent the Society in all financial matters. With the approval of a majority of the Executive council, the President may create or dissolve action committees of the Society and appoint or remove chairpersons of them. The President shall execute such other duties as may be assigned by the Executive Council.

The Vice–President may, in the absence of the President, preside at general business meetings of the Society or the Executive Council and take official actions. The Vice–President shall execute such other duties as may be assigned by the President and the Executive Council.

The Secretary shall have charge of Society correspondence and publications and shall give notice of all meetings to the members. The secretary shall keep minutes of both general business meetings and Executive Council meetings and, upon request, shall make such minutes available to members of the Society. The Secretary shall keep an accurate roll of members of the Society and a roster of all committees of the Society, their members and their chairpersons. The Secretary shall maintain the current correspondence and minutes of the Society. The Secretary shall have custody of the seal of the Society. The Secretary shall execute such other duties as may be assigned by the Executive Council.

The Treasurer shall collect dues and other monies received by the Society, keep records of the dues status of each member, deposit the funds of the Society, make authorized disbursements, and maintain correct business records of all Society assets, liabilities, and transactions. With the assistance of the Finance Committee, the Treasurer shall prepare an annual budget no later that April 1. This budget must be approved by a majority vote of the Executive Council at its first meeting subsequent to June 1 when newly elected Society officers assume office, and then shall be available to all members for review. For budgetary purposes the fiscal year of the Society shall run from July 1 through June 30. The Treasurer is authorized to approve payment of any expense consistent with and included in the approved budget. Any extraordinary expense must be approved by a majority vote of the Executive Council before being incurred. Neither the Treasurer nor any other officer or member of the Society shall be personally liable for any obligation of the Society. The Treasurer shall execute such other duties as may be assigned by the Executive Council.

The Executive Council shall manage the business, the assets, and the activities of the Society. It shall set dues for the several classes of members. It shall review the work of all officers and committees, determine all policies, and approve the budget and any extraordinary expenditures of the Society. The Council shall be responsible to the members of the Society and present to them such actions or resolutions that, in its judgment, require general Society approval. Approval requires a majority vote of the members present and voting at a general business meeting. The Council shall be convened by the President at least quarterly and may be convened at other times either at his request or at the request of any three Council members. A quorum of the Council shall consist of four members and must include either the President or Vice–President. Four consecutive unexcused absences by any member of the Executive Council shall lead to loss of office. The Executive Council, by majority vote, shall determine which absences are excused. The Council may meet by conference telephone call, provided that any decision reached shall be confirmed in written correspondence that is signed and delivered to the Secretary.

Under the direction of the President, the Executive Director shall conduct the day–to–day administrative business of the Society including such matters as maintaining current operational records, databases, mailing lists, and such other administrative responsibilities as the President may direct. The Executive Director arranges for the annual planning meeting of the Executive Council.

Under the direction of the President, the Editor of The Federalist carries out all activities associated with the development, editing, printing, and publication of the Society’s newsletter.

Under the direction of the President, the Archivist/Historian shall maintain the non–current records of the Society deemed worthy of retention and shall prepare as appropriate aids to satisfy requests for information from or about and access to these records and prepare historical narratives and analysis as required.

Administrative Committees

The Finance Committee shall advise and assist the Treasurer in preparing an annual budget and a treasurer’s report. The Committee shall have the accounts of the Society audited two months before the end of the Treasurer’s term, or at any other time at the request of the Executive Council.

The Awards Committee shall recommend to the Executive Council a set of awards to be given by the Society. The Awards Committee shall, on an annual basis, recommend to the Executive Council recipients of awards. The Awards Committee shall make all arrangements for award–giving, including the preparation of citations for award winners. The Executive Council, by majority vote, shall make all final decisions related to the establishment and granting of awards.

The Nominating Committee shall select candidates for elective office in accordance with procedures specified in Article II. It shall also tabulate and certify results of elections and have them promulgated to the Society.

Other administrative committees may be formed by a majority vote of the Executive Council.

IV. Powers and Duties of Action Committees

The Executive Council shall delegate to action committees the authority to study, to take action in accord with established policies, or to recommend action to the Executive Council on subjects of interest to the Society. Such committees may be created or dissolved by the President with approval of a majority of the Executive Council.

Any member of the Society may serve on any action committee. The chairperson of each committee shall be chosen and may be removed by the President with the approval of a majority of the Executive Council. Committees, by majority vote, may recommend candidates for or request a change of the chair. Committee chairpersons shall serve for an annual term from July 1 through June 30. They may hold their positions no longer than four consecutive years.

Conduct of committee business shall be regulated by committee chairpersons, and committees may be divided into as many subcommittees as are deemed appropriate. Committees shall submit a written report on their activities to the annual meeting of the society and, when appropriate, to meetings of the Executive Council. Committee chairpersons shall ensure that notices of their meetings and records of their activities are delivered to the Secretary in a timely manner either for dissemination to the society or for permanent preservation.

V. General Meetings

Once a year, the President shall convene an annual conference open to all members of the Society. The date of this conference shall be announced in writing by the President to the membership at least four months prior to its occurrence. During this conference, a general business meeting of members shall be convened. It shall be conducted according to Robert’s Rules of Order and, as the first act of business, the President shall present a written agenda. Appropriate officials shall report to the membership on activities of the officers, administrative committees, and action committees; and resolutions, policies, or actions requiring general Society approval shall be presented and decided by majority vote of those present and voting.

VI. Amendments to By–Laws

Amendments to the By–Laws may be proposed by majority vote of the elected members of the Executive Council or by a petition signed by at least twenty–five regular members of the Society. Once proposed, amendments must first be approved by a general business meeting of the Society and then by a concurring majority vote of the members participating in a mail ballot.