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I ‑ REGISTRATION FEES
Section
1. Registration fees which will include the cost of
the banquet ticket will be established by the Executive
Board based upon the recommendations of the Finance
Committee and the Business Manager.
II ‑ DUTIES OF OFFICERS AND
EXECUTIVE BOARD
Section 1. The President shall preside at all
meetings of the Society, perform the usual duties of
such office, and in addition:
a. Serve as Chairperson of the Executive
Board.
b. Appoint
all Committee Chairpersons, except Chairperson of the
Research, Finance, Program, Nominating, Awards, and
Constitution and Operating Procedures Committees.
c. Appoint
all Members of Standing and Special Committees, not
specified elsewhere, with the advice of the respective
Chairpersons if he/she so desires.
d. Serve as ex‑officio member of all
Committees.
Section 2. The President‑Elect shall:
a. Assume the duties of the President
during his/her absence.
b. Serve as Chairperson of the Program
Committee.
c. Appoint
Sectional Chairpersons where vacancies occur among
Vice‑Sectional Chairpersons which were appointed the
year before.
d. Automatically advance to President at
the end of his/her term of office.
e. Serve as a member of the Finance
Committee.
Section 3. The Vice‑President shall:
a. Serve as Chairperson of the Research
Committee.
b. Appoint
Chairpersons of the various sub‑committees of the
Research Committee.
c. Receive
and assemble all reports from the Chairpersons of the
various sub‑committees of the Research Committee;
thoroughly review the committee reports for editorial
consistency, and transmit them to the editor for
inclusion in the proceedings.
d. Appoint
Vice‑Sectional Chairpersons who will serve as Sectional
Chairpersons when the Vice‑President becomes the
President‑Elect (Program Chairperson).
e.
Automatically advance to President‑Elect at the end of
his/her term in office.
f. Serve as
Chairperson of the Finance Committee, and monitor the
promotion and sales of SWSS publications.
g. Arrange
for the Awards Program in cooperation with the
Chairperson of the Program Committee (President‑Elect)
and the Local Arrangements Committee.
Section 4. The Secretary‑Treasurer shall perform
the duties common to that office as outlined in the
Operating Procedures and serve as a member of the
Finance Committee.
Section 5. The Editor shall:
a. Collect,
edit, index, and assemble copy for the Proceedings and
transmit a camera‑ready copy of the Proceedings to the
Business Manager for publication in the form of compact
discs.
b. Handle
all correspondence pertaining to editorial policies and
procedures.
c. Serve as
a member of the Executive Board and ex‑officio member of
the Finance Committee.
d. Maintain
close liaison with the Business Manager to assure prompt
publication and maximal distribution of Society
publications.
Section 6. The immediate Past‑President shall:
a. Serve as Chairperson of the Awards
Committee.
b. Serve
as Chairperson of the Nominating Committee
c. Serve
on the Long-Range Planning Committee.
d. As an
officer of the Society, serve as a Member of the
Executive Board during the year immediately following
the completion of his/her presidency.
Section 7. The Executive Board shall:
a. Transact
all the business of the Society when the organization is
not in session.
b. Decide on a time and place for
regular meetings.
c. Elect
Board members, except the President, whenever present
members cannot complete their terms of office.
d. Confirm
or reject (but not select) award recipients as chosen by
the Awards Committee.
e. Appoint
the Business Manager, the chairperson of the
Constitution and Operating Procedures Committee and the
Webmaster. (12/03)
Section 8. The Business Manager shall:
a. Maintain
financial records of the Society and initiate annual
audits as authorized by the President.
b. Maintain
up‑to‑date mailing lists for the Society. Make mailings
as directed by appropriate Society officers and assist
in other mailings and solicitations by mail.
c. Assist in
handling the affairs of the Society including planning
of annual meetings, and in registration.
d. Manage
financial affairs of the Society with the approval of
the President and the Secretary‑Treasurer, submit
quarterly reports of funds received and dispersed to the
Executive Board, and consult with and keep the Society
Finance Committee advised on investments. Arrange for
necessary insurance and annual surety bonds (for an
amount not less than $100,000) and complete State,
Federal, and postal forms, including income tax reports
for the Society.
e. Receive
and process orders for publications, inventories,
Society publications, and maintain file of customers.
f. Either
receive or prepare camera‑ready copies of Society
publications, arrange for printing and distribution,
copyrights, and records of sales.
g. Assist in
Society business as outlined in the Society Operating
Procedures.
III ‑ ENDOWMENT FOUNDATION
Section 1. The SWSS Endowment Foundation shall:
a. Be
responsible for solicitation of contributions to the
Foundation and management of the assets of the
Foundation within the framework of the Articles of
Incorporation and By-Laws of the Foundation under the
direction of the SWSS Executive Board.
b. Be
managed by a Board of Trustees. The Board of Trustees
shall be composed of five members of the SWSS who will
be elected and shall serve in accordance with the
provision of Articles 2.1 and 2.2 of the By‑Laws of the
Endowment Foundation. The Executive Secretary of the
Endowment Foundation (Business Manager of SWSS), the
SWSS Secretary‑Treasurer, and the chairperson of the
SWSS Finance Committee shall be ex‑officio members of
the Board of Trustees.
c. Maintain
on the accrual basis true and accurate financial records
which show all receipts, expenditures, assets, and
liabilities. Financial records of the Foundation shall
be audited annually by an external auditor and reports
of all audits shall be presented to the SWSS Executive
Board in accordance with Articles 8.1, 8.2, and 8.3 of
the Endowment Foundation By-Laws.
d. Report
all pertinent activities of the Foundation to the SWSS
Executive Board at its first meeting during the annual
meeting of the SWSS and to the general membership at the
annual business meeting of the SWSS.
IV ‑ QUORUM
Section 1. A quorum for the transaction of business
shall consist of those present at a regular or duly
called business meeting, provided that at least seven
southern states are represented and at least 5% of the
voting members are present. Prior to or at the time of
each meeting the Secretary‑Treasurer of the Society
shall certify to the President the number of voting
members.
V‑ PARLIAMENTARY AUTHORITY
Section 1. Robert's Rules of Order shall be the
parliamentary authority for the Society.
VI ‑ AMENDMENTS
Section 1. These by‑laws may be amended by a
majority vote of the members present at a regular
meeting or by a majority of all ballots returned within
30 days after a mail ballot.
Section 2. No amendment shall be put to a vote
unless written notice has been mailed to each member at
least 30 days before it is to be voted on, and the
proposed amendment stated in said notice. |
