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Bylaws of the New Hampshire Archives Group

 As compiled from draft proposed bylaws, 1993;
with changes made and approved May 16, 1994;
revised by May 6, 2003 meeting.

 I.         NAME

            The name of this non-profit organization organization is the NEW HAMPSHIRE ARCHIVES GROUP.

II.        PURPOSES

           The New Hampshire Archives group is an organization established: 

• to foster the identification, preservation, and use of records of enduring value in New Hampshire, public and private, corporate and individual;
• to improve the management and the public awareness and understanding of such records;

• to sponsor continuing education in archival theory and practice;

• to provide a forum for the exchange of information among individuals and institutions having responsibility for records of enduring value in New Hampshire; 

• and to foster appropriate means of communication and cooperation with other archival organizations at the local, regional and national levels, and with individuals and groups  representing allied professions.

III.        MEMBERSHIP

1. Membership is open, upon payment of dues, to any individual or institution concerned with or interested in the accession, administration, organization, preservation, or use of archival and manuscript material.

2. There are two categories of membership: individual or institutional membership.  Each member, whether individual or institutional, will have one vote at the annual meeting.

3. Annual dues for and terms and categories of regular membership may be changed at an annual meeting by a majority vote of the members attending.
   
4. The membership year shall run from June 1st to May 31st.

IV.        OFFICERS AND GOVERNANCE

1. The officers shall be a president, president-elect who shall serve as vice-president, and secretary/treasurer.  The terms of office of the president, president-elect, and the secretary/treasurer shall be two years.  No officer shall serve more than two consecutive terms in the same office.

2. Three representatives-at-large shall be elected, one per year each for a term of three years.  No representative-at-large shall serve more than two consecutive terms.

3. The president, with the consent of a majority of the voting members of the executive board, may appoint persons to undertake responsibilities as the board may from time to time deem appropriate.

4. The executive board shall consist of the president, president-elect, secretary/treasurer, the representatives-at-large, and the immediate past president, as voting members. The executive board is empowered to conduct business between annual meetings within the general policies approved by a majority of its voting members.  All decisions shall be by majority vote of those board members present. All executive board meetings shall be open to members.

5. The president, with the consent of a majority of the members of the executive board, shall appoint appropriate committees.

6. Officers and representatives-at-large shall be elected by a majority of those members-in-good-standing present at the annual meeting, from a slate presented by the nominating committee with the addition of nominations from the floor, if any, before the vote is taken.  Nominees must be members of the New Hampshire Archives Group.  The slate of nominees should represent, within reason, the regional diversity of the State of New Hampshire.

7. In the event of a tie vote for any office, the membership shall vote again by ballot to determine the successful candidate.

8. Any vacancy in the executive board shall be filled by appointment by the board until the next election when candidates shall be nominated to fill any unexpired term.

V.          MEETINGS

1. The New Hampshire Archives Group shall hold at least one meeting a year to transact any business brought before the meeting and to provide a program of general interest.

2. Special meetings may be called by the president, with the consent of a majority of the executive board, or at the written request of ten percent of the members addressed to the executive board through the president or president elect.

3. The membership shall be notified at least thirty days in advance of an annual meeting and thirty days in advance of a special meeting.  Those members-in-good standing present and voting shall constitute a quorum.

4. The executive board shall meet as necessary, but at least once a year.  Four voting members, one of whom must be the president or vice-president, shall constitute a quorum.

 VI.        FINANCES

1. The secretary/treasurer shall record the financial transactions of the New Hampshire Archives Group so as to ensure that the membership may have a sound basis for evaluating the management of its funds; that the board may have adequate information on which to plan the activities of the organization; and that its financial practices conform to applicable accounting standards.  The secretary/treasurer shall maintain such records, for accounting purposes, on a cash basis.

2. The president shall, with the approval of the executive board, from time to time, but no less frequently than every third year, appoint a professional accountant to examine the financial practices to insure that they conform to applicable accounting standards.

3. The fiscal and membership years shall run from June 1 to May 31.

VII.       DISPOSITION OF ASSETS AND RECORDS

1. As the records of the organization become non-current, those of enduring value shall be donated to an archival repository selected by the board to be preserved under a formal agreement which shall address the needs of both the officers and members of the New Hampshire Archives Group and the general public for access to the records in accordance with the normal policies and practices of the repository.

2. If it becomes necessary to dissolve the organization, its assets shall be turned over to an historical organization selected by the board.

 VIII.     PARLIAMENTARY AUTHORITY

             The latest edition of Robert’s Rules of Orders shall govern all proceedings of the organization except as otherwise provided in these bylaws.

 IX.       BYLAWS AND AMENDMENTS

Bylaws of the New Hampshire Archives Group shall be adopted by at least two-thirds of those attending the first annual meeting.  Amendments to these bylaws must be proposed in writing and filed with the secretary /treasurer at least sixty days in advance of the annual meeting.  Copies shall be mailed to all members at least thirty days in advance of the annual meeting.  An affirmative vote by a two-thirds majority of voting members present shall constitute passage.  

page last updated: 4/05/08