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Conservators in Private Practice

Rules of Order

I.This organization shall be known as Conservators in Private Practice (hereinafter referred to as CIPP) and is a subgroup of the American Institute for Conservation of Historic and Artistic Works (hereinafter referred to as AIC) and is therefore bound by its Bylaws and Code of Ethics and Guidelines for Practice.

II.    Purpose

A.    To Improve and support the business practices of members, to disseminate business and professional information and to encourage business education, study and research by and for its members.

B.    To provide a forum for support for the interests of conservators in private practice within AIC and to promote the interest of conservators in private practice to allied professional organizations and in the open marketplace.

C.    To support the AIC Code of Ethics and Guidelines for Practice and to oppose any influence which would tend to lower such standards and ethics.

D.    To support just and equitable business practices within the conservation profession.

III.    Membership

A.    Membership is open to any AIC member in good standing and is contingent on the payment of annual CIPP dues.

B.    Member in CIPP does not imply endorsement of professional competence. Members may not use their membership in CIPP in any manner whatsoever as a form of advertisement for professional services or to imply any form of competence level.

IV.    Membership dues and Accounting Policy

A.    CIPP shall charge membership dues annually, the amount of which shall be sufficient to meet the goals of CIPP and will be reasonable and in accordance with AIC policies. Registration fees for specialty sessions and publications shall also be charged as needed. All dues and fess charged by CIPP will be held by AIC and disburse as approved by the CIPP Board.

B.    CIPP annual membership dues shall be determined by a simply majority of the ballots returned by mail vote. Completed ballots must be returned to the CIPP Chair, postmarked no more than thirty (30) days from the date the ballots are mailed to the membership.

V.    Annual CIPP Meeting

A.    An annual business meeting shall be held as a scheduled portion of the AIC Annual Meeting whenever possible. Additional or alternate meetings or programs may be called by the CIPP Board of Elected Officers and Directors (hereinafter referred to as the Board) on the basis of interest and need of the membership.

B.    The agenda of each business meeting will be announced to the membership in writing not less than one month in advance of such meeting.

C.    The annual business meeting will be conducted by the CIPP Chair in cooperation with the Board.

D.    Newly-elected Officers and Directors will take office at the conclusion of the CIPP annual business meeting.

VI.    The Board

A.    The Board shall consist of seven voting members: four (4) Officers: Chair, Vice Chair, Secretary, and Treasurer, and three (3) Directors. The immediate Past Chair shall be an ex-officio (non-voting) member and shall act in a supportive advisory role.

B.    Each Board member must be a current member of CIPP.

C.    The Vice-Chair shall be elected in a general election by the members of CIPP to one year term and shall succeed to the Chair for the succeeding year or until a successor elected or appointed. The Directors shall be elected in a general election by the members of CIPP for staggered three year terms or until a successor is elected or appointed.

D.    The CIPP may institute additional Board members as they become necessary.

E.    The Board at its discretion may remove any Board member, with or without cause, by a two-thirds (2/3) majority vote of the Board, whenever in the judgment of the Board the best interests of CIPP will be served by so doing.

VII.    Duties of the Board

A.    The Chair shall be responsible to CIPP for general administration and supervision of all activities. The Chair will prepare the agenda for and conduct all meetings. The Chair shall be, or shall appoint from the Board, a CIPP liaison to the AIC Board of Directors, and the AIC Executive Director.

B.    The Vice-Chair shall succeed the Chair in the event that the Chair’s office is vacated and shall act in the absence of the Chair. The Vice-Chair shall be responsible for coordinating all publications and outreach, including the Business Briefs, the Web Page, and the Membership Packet. (Outside CIPP members, not on the Board but reporting to the Vice-Chair, would produce the Business Briefs and the Web Page. This would allow one person to remain in position for longer than a term on the Board and insure a better continuity and understanding of the work being performed.

C.    The Secretary shall be responsible for preparing, maintaining, distributing and preserving CIPP records, keeping board minutes, and coordinating mailings to members. The Secretary shall be responsible for the distribution of the Rules of Order and Minutes of the annual general business meeting to all members. The Secretary is also responsible for other duties as determined by the Board.

D.    The Treasurer shall be responsible in cooperation with AIC for financial records and accounting for CIPP funds. The Treasurer shall publish for the CIPP membership an annual financial report and proposed budget for the coming year.

E.    Directors shall consist of three members who shall be elected for terms of three years on a rotational basis, with one new member elected each year to the place of the outgoing member. To accomplish this change of term, the two persons elected in 200 shall serve terms of different lengths: one for two years, and on for the full thee years, thus establishing the rotational mechanism. The committee member elected with the most votes shall serve a three year term.

F.    The Board shall meet a minimum of four times a year to conduct CIPP business. Business shall be decided upon by a simple majority vote of those Board members present. A quorum for the purpose of deciding business shall consist of at least five voting Board members.

VIII.    Committees

A.    Nominating Committee

1.    The Nominating Committee shall consist of three members who shall be elected for terms of three years on a rotational basis, with one new member elected each year to take the place of the outgoing member. To accomplish this change in term, the three persons elected in 1998 shall serve terms of different lengths: one for one year, one for two years, and one for the full three years thus establishing the rotational mechanism. The committee member elected with the most votes shall serve a three-year term , the committee member elected with the second-most votes shall serve a two year term, and the committee member elected with the third-most votes shall serve a one year term.

2.    The Nominating Committee member who is serving the final year of tenure shall be designated as Nominating Committee Chair.

3.    In addition to preparing the slate for the election of Officers and Directors, the Nominating Committee shall also prepare a slate of candidates for the Nominating committee for the next election, soliciting candidates from the membership at large.

4.    The Nominating Committee shall conduct all elections of Officers, Directors, and Nominating Committee members.

B.    Other Committee, Liasons, and Functionaries. Other Committees, committee members, liaisons, and functionaries may be appointed by and shall serve at the pleasure of the Board, and shall be responsible for such duties as determined by the Board.

IX.    Election of Officers and Directors

A.    The Nominating Committee shall present to the Board a slate of candidates for Officers and Directors. The CIPP Board shall publish this slate in the January issue of AIC News or, if necessary by mail, to all members in January.

B.     The Nominating Committee will solicit from the membership additional nominations for each elective office and confirms each candidate’s willingness to serve if elected. Two months prior to the commencement date of the AIC Annual Meeting, the Nominating Committee will distribute the full list of candidate including biographical information and platform statements from each candidate with ballots to the membership.

C.    It shall be the responsibility of the Nominating Committee to ensure that the slate of qualified candidates reasonable reflects the diversity of the CIPP membership.

D.    Directly following one-year term, the Vice-Chair shall succeed to Chair for further one-year term. In even numbered years, a Vice-Chair, Secretary, and one Director shall be elected and in odd-numbered years, a Vice-Chair, Treasurer, and one Director shall be elected. Directors shall be elected to staggered three-year terms and three Directors shall be in office at all times. Any vacancy shall be filled by action of the CIPP Board and such appointments shall remain in effect until the next election.

E.    Completed ballots must be returned to the Chair of the Nominating Committee postmarked not less than thirty (30) days prior to the commencement date of the AIC Annual Meeting. Votes shall be tallied and results reported by the Nominating Committee after the close of the voting period.

F.    Every election of office shall be decided strictly upon the basis of a simple majority of member votes cast. The current CIPP Chair’s vote shall be withheld to be used in case of a tie.

G.    The Nominating Committee Chair shall inform the CIPP Board and the new Officers and Directors of their election. The CIPP Board shall publish the election results in the next issue of AIC News.

X.    Fiscal Year: The fiscal year of CIPP shall correspond to the of AIC,

XI.    Amendments. Amendments to these Rules of Order shall be by a two-thirds (2/3) majority of its members. Such changes or additions may be proposed to the CIPP Board by any member of CIPP. Upon approval by the CIPP Board, amendments shall be presented to the AIC Board for review, and promptly following such review shall be sent to the CIPP membership with discussion and ballots no later than sixty (60) days before the annual general business meeting for their consideration. Completed ballots must be returned to the CIPP Chair, postmarked not less than thirty (30) days prior to the commencement date of the AIC annual meeting. Votes shall be tallied and results reported by the CIPP Chair after the close of the voting period. Upon notification of such amendments by the CIPP membership, the Rules of Order thus amended shall be submitted by the CIPP Board to the Board of the AIC for approval. Upon such approval, the Rules of Order thus amended shall take effect.

Revised August 2004

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