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 that 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.  Membership 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 fees charged by CIPP will be held by AIC and disburse as approved by the CIPP Officers.

B. Changes to CIPP annual membership dues shall be determined by a simple majority of the CIPP membership by electronic ballot.

V.  Annual CIPP Meeting

A.  An Annual Business Meeting shall be held as a scheduled portion of the AIC Annual Meeting. Additional or alternate meetings or programs may be called by the CIPP Elected Officers (hereinafter referred to as the Officers) 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 no later than two weeks in advance of the meeting.

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

D.  Newly-elected Officers will take office at the conclusion of the CIPP Annual Business Meeting.

VI.  Officers

A. There shall be five (5) voting officers elected from membership: Chair, Program Chair, Assistant Program Chair, Secretary and Treasurer. The immediate Past Chair shall be an ex-officio (non-voting) member and shall act in a supportive advisory role for one year.

B.  Each Officer must be a current member of CIPP. The Chair must be a Fellow or Professional Associate Member.

C. The Assistant Program Chair and Secretary or Treasurer will be elected via electronic ballot by the members of CIPP with terms beginning at the CIPP Annual Business Meeting. The Assistant Program Chair will become the Program Chair for the second year and the Chair for the third year.

D.  The CIPP may institute additional Officers as they become necessary.

E.  Any Officer may be removed, with or without cause, by a three-fifths (3/5) majority vote of the Officers, whenever in the judgment of the Officers that it is in the best interests of CIPP.

VII.  Duties of the Officers

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 remaining Officers, a CIPP liaison to the AIC Board of Directors and the AIC Executive Director; write the CIPP Specialty group column for the AIC Newsletter; advise the Program Chair and other members as required; submit requested reports and updates to the AIC Board; attend the annual Internal Advisory Group meeting; run the CIPP Annual Business Meeting; and act as general spokesperson for the Specialty Group. The Chair will also be responsible for overseeing any other CIPP programming and initiatives agreed upon by the rest of the remaining Officers.

B.  The Program Chair shall act in the absence of the Chair and succeed the Chair in the event that the Chair’s office is vacated. The Program Chair shall be responsible for coordinating all aspects of the CIPP Annual Meeting programming (with guidance from the rest of the Officers). The Program Chair will be responsible for corresponding with the AIC Office on Annual Meeting matters, reviewing submissions and all planning logistics, and ensure the timely publication of any post-Meeting materials. The general theme and scope of CIPP programming will be voted on and approved by the Officers. The Program Chair will mentor the Assistant Program Chair. Other duties may be at assigned to the Program Chair at the discretion of the Chair.

C.  The Assistant Program Chair shall aid the Program Chair in planning the Annual Meeting programing and will succeed the Program Chair the following year. Other duties may be assigned to the Assistant Program Chair at the discretion of the Officers. A new Assistant Program Chair will be elected from the membership each year.

D.  The Secretary shall be responsible for preparing, maintaining, distributing and, preserving CIPP records; keeping meeting minutes; and coordinating mailings to members. The Secretary shall be responsible for the distribution of the Rules of Order and Minutes of the CIPP Annual Business Meeting to all members. The Secretary is also responsible for other duties as determined by the Officers. The Secretary will be elected for a two-year term every even numbered year. The Secretary can opt to continue for a second two-year term upon completion of the initial term.

E.  The Treasurer shall be responsible in cooperation with AIC staff and AIC Board Treasurer 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. The Treasurer will be elected for a two-year term every odd numbered year. The Treasurer can opt to continue for a second two-year term upon completion of the initial term.

F.  Officers 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 Officers present. A quorum for the purpose of deciding business shall consist of at least four (4) voting Officers.

VIII. Committees

A.  A Nominating Committee consisting of two volunteers from the CIPP membership, appointed every two years at the CIPP Annual Business Meeting. The Nominating Committee will follow the protocols outlined in Section IX: Election of Officers.

B. Other Committee, Liaisons, and Functionaries. Other Committees, committee members, liaisons, and functionaries may be appointed by and shall serve at the pleasure of the Officers, and shall be responsible for such duties as determined by the Officers and may participate in Officer meetings, list serv and other activities as needed as non-voting attendees.

These positions may include, but are not limited to:

Web editor/E-editor(s) maintain and update CIPP websites. The incumbent term is until they no longer wish to serve with the Officers or are removed by a majority of voting Officers. This allows one person to remain in position for longer than an Officer term and ensures continuity and understanding of the work being performed.

Co-e-editor co e-editor serves a two-year, renewable term. The position will work with CIPP Chair and e-editor to develop a better CIPP online presence.

IX.  Election of Officers

A. The Nominating Committee will solicit no more than three candidates for each position: Assistant Program Chair and Secretary or Treasurer (according to the year). Candidates will be solicited from the CIPP membership. The Nominating Committee be responsible for coordinating with the AIC office to prepare the electronic ballot before the AIC Annual Meeting.

B. The standing Nominating Committee will appoint a new officer in the event of a resignation and such appointments shall remain in effect until the next election.

C. 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.

D. The Nominating Committee shall inform the CIPP Officers and the new Officers of their election. CIPP Officers shall publish the election results to the membership.

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

XI.  Amendments. These Rules of Order may be amended, added to, or repealed by a vote of a majority of the members by electronic ballot provided that notice of such changes has been provided in writing to said membership at least 30 (thirty) days in advance. Any amendments or changes must be submitted to the AIC Board for review prior to a vote by its membership. Upon ratification of such amendments by the membership, the Rules of Order thus amended will be submitted by the CIPP Chair to the Board of AIC for approval.

Revised May 2017

Quick Links