Rules of Order
The Architectural Specialty Group (ASG) is a division of the American Institute for Conservation of Historic and Artistic Works (AIC), and is therefore bound by the Bylaws of the AIC and the policies set by the Board of Directors of that body.
The purposes of the ASG are to improve knowledge of all subjects related to the conservation of architecture, to promote proficiency and skill in the practice of architectural conservation and to disseminate technical and professional information related thereto.
A. Membership shall be open to any member in good standing of the AIC. An individual must be a member of AIC in order to join the ASG.
B. Members of the ASG who have paid their membership dues are entitled to all benefits of membership in the ASG during the calendar year in which the membership dues have been paid.
C. Only ASG members in good standing shall have the right to vote in the elections of officers, to vote in the adoption of change or amendments to the Rules of Order, and to participate in any other activity in which a vote by the membership is required in accordance with Sections VI and IX below.
A. The officers of the ASG shall consist of a Chair, a Vice-Chair, a Chair Emeritus, and a Secretary/Treasurer elected from among the membership. All members in good standing are eligible for office.
B. The offices of Chair, Vice-Chair, and Chair Emeritus shall serve for terms of one year. The Vice-Chair and Secretary/Treasurer shall be elected positions. The position of Chair shall be filled by the promotion of the Vice-Chair at the end of his/her term. The position of Chair Emeritus shall be filled by the Chair at the end of his/her term. A new Vice-Chair shall be elected annually. The office of Secretary/Treasurer shall be for a term of two years.
C. The duties of the Chair shall include:
1.) To moderate all ASG business meetings. If the Chair is unable to be present at the General Meeting of the ASG, the Vice-Chair shall moderate the business meeting. If the Vice-Chair is unable to be present at the General Meeting of the ASG, the Secretary/Treasurer shall moderate the business meeting. If none of the officers are able to be present for a General Meeting, the members present at the General Meeting shall elect a substitute moderator from among those present. A majority vote of the members in good standing is necessary to elect a moderator. The moderator must be a member in good standing of the ASG.
2.) To serve as a liaison with the Board of the AIC. The Chair shall attest the minutes of the ASG General Meetings and submit them to the Board of the AIC.
3.) To approve all disbursements of funds for the ASG which is collected by the AIC and administered by the Treasurer of AIC.
4.) To form appointed committees (outside the standing committees) to address specific needs of the ASG. The ASG Chair shall clearly state the objective(s) of each committee formed and appoint its members, including a Chair of that committee.
5.) To annually appoint a new Chair of the standing committee for Membership.
D. The duties of the Vice-Chair shall include:
1.) To chair the Program Committee. The Program Committee is responsible for organizing the ASG session held each year in conjunction with the Annual Conference of the AIC.
2.) To assist the Chair with any or all of the Chair’s duties.
E. The duties of the Chair Emeritus shall include:
1.) To guide and assist the Chair, Program Chair, and Secretary/Treasurer with any of all of their duties.
2.) To serve on the Nominating Committee.
F. The duties of the Secretary/Treasurer shall include:
1.) To maintain a written record of the meetings and activities of the ASG and provide the Chair and Vice-Chair of the ASG with copies thereof.
2.) To keep track of expenses, and income of the ASG. To inform the Chair of the ASG of any requests for disbursements for ASG funds. The Secretary/Treasurer will ensure that the proper forms are prepared and submitted to the Treasurer of the AIC from funds collected for the ASG.
3.) To submit information concerning ASG activities and programs inclusion in to the editor of the AIC Newsletter the ASG column in the AIC Newsletter.
The ASG shall have one General Meeting annually in which the business of the group is conducted. The ASG General Meeting shall be scheduled to coincide with the place and time of the Annual Meeting of the AIC.
A. A Nominating Committee will be composed of the past Chair and two ASG members to be elected by a majority vote of the ASG membership at the ASG business meeting. Election of the new Nominating Committee is to be conducted by the outgoing Nominating Committee. Nominations for this committee will be taken from the floor. (Any member nominated need not be present, but must have expressed a prior willingness to serve.) The Nominating Committee will elect its own chairperson.
B. Any member who has paid the membership dues for the ASG for the calendar year in which the election is being held is eligible to be nominated and may vote in the election of officers.
C. The Nominating Committee will call for nominations from the ASG membership in a mailing or in the AIC newsletter, stating a deadline by which nominations are to be received. The final slate and postal ballot will be mailed to ASG members no less than two calendar months before the ASG annual business meeting. Ballots received prior to a stated deadline will be counted. A simple majority will elect any officer. The current ASG Chair will withhold his/her vote to be used in case of a tie. The newly elected officers will be notified prior to the Annual Meeting in order to be able to meet and participate fully in the activities at the Annual Meeting.
VII. APPOINTED COMMITTEES
A. Appointed committees shall be formed from time to time to address specific needs of the ASG. The ASG Chair shall specify the task each committee is to accomplish, the length of time the committee has to accomplish the task (usually one year) and the method in which the conclusions or recommendations shall be presented, i.e., written report, oral presentation, or the implementation of a program or event.
B. Committee membership shall be appointed by the Committee Chair from the membership of the ASG. Membership in any ASG committee shall be restricted to members in good standing of ASG. Committee members serve on a volunteer basis. The costs of conducting committee business shall be born by its members unless otherwise stated in writing by the ASG Chair. The Chair of the ASG shall be an ex-officio member of each committee.
C. After a committee has been formed, the ASG Chair shall announce the establishment of the committee in the AIC Newsletter and at the next annual meeting. The announcement shall include the task assigned to the committee and a list of the committee members.
D. The members of the committee shall serve for one year (usually from one general meeting to the next). The committee shall make a report of their activities annually to the membership at the ASG General Meeting.
E. When the committee’s task has been completed, the committee shall be dissolved, and they shall provide a written report of their findings, actions, or recommendations to the ASG Chair. The committee shall also make a final oral report to the ASG membership at the ASG General Meeting, and shall provide a written summary to the Secretary/Treasurer for inclusion in the AIC Newsletter.
F. A committee has no authority to act for, or on behalf of, the ASG, or make financial commitments on behalf of the ASG unless specifically authorized in writing by the ASG Chair.
VIII. STANDING COMMITTEES
A. There will be two standing committees of the ASG: the Program Committee and the Membership Committee. The Chair for the Membership Committee will be appointed by the ASG Chair, and will serve a term of one year, commencing after his/her confirmation at the General Meeting. Program and Membership Committee Chairs shall appoint their membership from membership of the ASG; committee members will also serve a one-year term.
B. Membership in any ASG committee shall be restricted to members in good standing of ASG. Committee members serve on a volunteer basis. The costs of conducting committee business shall be born by its members unless otherwise stated in writing by the ASG Chair. The Chair of the ASG shall be an ex-officio member of each committee.
C. The Chair of the Program Committee is the Vice-Chair of the ASG. Duties of the committee include (but are not limited to):
1.) Reviewing submitted abstracts, and then selecting papers to be presented. Abstracts of papers selected for presentation shall be submitted to the Chair for final approval.
2.) Complying with all AIC deadlines for submittal of materials pertaining to the meeting.
3.) Providing the Secretary/Treasurer with information regarding the meeting for inclusion in the AIC Newsletter.
4.) Moderating the ASG session at the annual meeting.
5.) Providing a brief summary of the meeting to the Secretary/Treasurer for inclusion in the AIC Newsletter.
D. The Membership Committee is charged with increasing the membership of the ASG.
A. These Rules of Order may be amended, added to or repealed by a majority vote of the members present, in person, at the General Meeting provided that notice of such changes has been provided in writing to said membership at least 30 (thirty) days in advance of the General Meeting by the Secretary/Treasurer.
B. Upon ratification of such amendments by the membership, the Rules of Order thus amended shall be submitted by the ASG Chairman to the Board of the AIC for approval.
These Rules of Order, and any changes therein, shall require the written approval from the Board of the AIC before becoming effective.
Adopted June 11, 2005