Science Fiction Oral History Association
[Note: Original Bylaws, 1977. Revised 1985, and again 2004.]
Section 1. OFFICE OF RECORD
The Office of Record for the Association shall be the current president's address, or another address that is selected by the Board of Directors. That address at the time of adoption of these revised Bylaws is: 15017 Brookview Drive Apt 201 Riverview, MI 48192.
Section 2. OTHER OFFICES
The Association may also have other offices for special functions as the business of the Association may require.
The objectives of the Association shall be:
Section 1. ELIGIBILITY. Membership in the Science Fiction Oral History Association shall be open to anyone who pays the organization's Current annual dues.
Section 2. DUES. Dues shall be Five Dollars ($5.00) annually, payable at the time and place the Board of Directors shall determine.
Section 3. INCREASE OF DUES
In order to take effect, an increase in dues must be proposed by the Board of Directors and approved by a majority of the members voting on the proposal.
Section 4. RESIGNATION
Any member may resign by written notice to the president. Upon receipt of such notice, the resigned member's name will be dropped from future rolls of the organization and removed from the organization's mailing list. A member shall forfeit the unexpired portion of his dues resigned to the Association.
Section 5. TERMINATION
Any member whose dues have not been paid within ninety days of the prescribed renewal date for memberships shall be deemed terminated.
Section 6. NONTRANSFERABILITY OF MEMBERSHIP
Membership in the Association shall not be transferable or assignable.
Section 7. NON-LIABILITY OF MEMBERS FOR LIABILITIES OF THE ASSOCIATION
No member of the Association by reason of his or her membership shall be individually or personally liable to creditors of the Association for any indebtedness, liabilities, or undertakings of the Association, it being intended that all creditors of the Association look only to the assets of the Association for payment of claims or performance of undertakings.
Section 8. LIFE MEMBERSHIP
The Directors may, by unanimous vote, establish a Life Membership category, to be conferred upon anyone who donates to the organization's equipment fund an amount established annually by the Directors. Said amount shall be not less than fifteen times the annual dues. Life Members shall enjoy all of the privileges of membership for life without further payment of dues.
Section 1. OFFICIAL BUSINESS TO BE CONDUCTED ONLY BY MAIL
All elections and questions referred to the membership for decision shall be handled by mail. Reports, financial statements, announcements of policy, and all other information, including copies of any publications intended to be supplied without charge to the membership, shall be sent to each member by mail.
Section 2. OFFICIAL MEETINGS
The Association may conduct official meetings at such times and places as its officers may determine. Notice of such meetings shall be circulated as widely as the Directors and Officers may consider practicable. Any vote taken at such meetings shall be deemed an advisory vote only and shall not be official or binding until the question is referred to the entire membership by mail and approved.
Section 3. MAJORITY VOTE. All issues voted on by the membership shall be decided by a majority of the actual votes received within the voting period, which shall be stipulated on each ballot.
Section 1. ELIGIBILITY TO RUN FOR OFFICE
Any member whose dues are paid in full shall be eligible to run for any elective office and vote in any election or on any proposition submitted to the membership for decision.
Section 2. RIGHT OF INDIVIDUAL MEMBERS TO PROPOSE ASSOCIATION ACTIVITIES AND BYLAWS CHANGES
Any member in good standing shall have the right to propose questions on Association policy or projects for membership vote, or to propose changes in the Bylaws Such proposals must be sent to the Elections Committee Chairman not less than 30 days prior to the mailing of the annual election ballots, accompanied by a brief statement in support of the proposal. The proposal and supporting statement will be included on the ballot, along with a statement of similar brevity containing the current administration's view of the matter.
Section 3. ELECTION OF OFFICERS AND BYLAWS CHANGES
The Association's president, vice-president, secretary, treasurer, and director(s)-at-large are elective offices and can be filled only by the vote of a majority of the qualified members voting. The Association's Bylaws can be amended only by the approval of a majority of the qualified members voting.
Section l. ELECTION CHAIRMAN
The president shall appoint Chairman of Elections every two years. The chairman has the option of forming a committee with members of his or her own selection. The task of the Chairman of Elections is to find qualified candidates among the membership willing to run for office, work with the organization's secretary-treasurer to see that a properly prepared ballot (which will also include policy proposals or proposals for Bylaws changes) is mailed to the membership in good time, receive the completed ballots, tabulate the results, and announce them to officers and candidates. As indicated in Article V, Section 1, any member may nominate himself or herself for office and receive a place on the ballot.
The Election chairman shall also be responsible for receiving and tabulating voted ballots on proposals submitted to the membership at times other than the regular election.
Section 2. CANDIDATES
Each candidate for elective office shall be permitted to make a brief statement concerning an election platform or the objective or goals the candidate will pursue if elected, and this will be included on the ballot or with supplemental material mailed to the membership along with the ballot.
Section 3. ELECTION DATE AND TERMS OF OFFICE
Ballots shall be mailed to the membership as early as possible in the month of October in an even year. The deadline for their return to the Election Chairman shall be not later than November 30. The newly elected officers shall take office on January 1 and serve for a period of Two years.
Section 1. PRESIDENT
The President shall be the chief executive officer of the Association. He or She shall preside at all meetings of members and of the Board of Directors, and in order to carry out Association projects and policy as determined by the board, the President shall have full authority to appoint all committees (except the election committee) and designate their chairmen.
Section 2. VICE-PRESIDENT
The Vice-president shall perform the duties and exercise the powers of the president during the absence or disability of the president. The Vice-president shall perform such duties as may be delegated by the President or the Board of Directors. In addition, the Vice-president shall be the officer responsible for the Association's publications. The Vice-President may delegate the specific duties of publications to other directors or titled positions, but will make sure publications are produced and sent out to the Association members on a regular basis.
Section 3. SECRETARY
The Secretary shall keep minutes of all official meetings (or arrange to have this done when absent.) He or she shall keep the membership records and shall provide the Election Chairman with a list of names and addresses of members qualified to vote or run for office before each election.
Section 4. TREASURER
The Treasurer shall have custody of the Association's funds and shall keep full and accurate accounts of receipts and disbursements, making disbursements of said funds as approved by the President. At the end of his or her term of office, The Treasurer shall furnish to the Board of Directors a full financial accounting of all funds handled during their term of office.
Section 5. DIRECTOR(S)-AT-LARGE
The director-at-large has the responsibility of providing an additional viewpoint representing all interest concerned in the Association's policy decisions; the membership, fans, professional writers, scholars, teachers, and the libraries serving as depositories. When the immediate past-president is willing to serve as a Director, one director-at-large will be elected. When the immediate past-president is unwilling or unable to serve, or there is none, two directors-at-large will be elected.
Section 6. PAST-PRESIDENT
The immediate past-president shall, if willing and able to serve, automatically become a Director-at-large for one term with the same responsibilities as the newly-elected director described in Section 5. At the time of the Election Chairman's appointment, the President must indicate in writing whether he or she plans to run for re-election; and, if not, whether he or she is willing to serve as a Director-at-large during the following year. If the President runs for re-election, or indicates unwillingness to serve as a Director, the Election Chairman will provide for the election of two Directors-at-large. If the President fails to inform the Election Chairman of his or her intentions, the Election Chairman shall proceed as if the answer were negative.
Section 1. NUMBER
There shall be six directors, consisting of the Association's President, Vice-president, Secretary, Treasurer: a Director-at-large, and the Association's immediate past-president; or two Directors-at-large if the past-president is unwilling or unable to serve.
Section 2. DUTIES
The board of directors shall be the Association's policy making and planning body, and its approval shall be required for major purchases, such as recording equipment.
Section 3. MEETINGS. If directors are located geographically so as to make meetings difficult or impossible, their business may be conducted by mail or email. Whether meeting in person or conduction business by mail, approval by a majority of the entire board shall be required on all proposals set before it.
Section 4. SPECIAL ELECTIONS
The directors shall have the emergency authority to present proposals to the membership for vote at any time, including amendments to the Bylaws or an election to replace a resigned officer. In the case of resignation or repeated absence of an officer the Board may alternatively appoint a replacement to serve until the next regular election.
Section 5. REGIONAL OR LOCAL CHAPTERS
The directors shall have the authority to authorize the founding of regional or local chapters of the Science Fiction Oral History Association and to coordinate their activities with those of the Association.
Section 6. TITLED POSITIONS
The board of directors may appoint titled positions with specific rights and responsibilities such that further the purposes of the Association. Persons fufiling these positions will not vote as board members, however they can speak to the board during board meetings. Directors may also take titled positions upon themselves, so as to clarify their responsibilities.
No officer or director shall receive compensation. Officers and directors may receive reimbursement for official expenses with the approval of the Association's president.
All of the Association's papers and records, as they become outdated, shall be deposited with the Voice Library at Michigan State University, East Lansing, Michigan, which will maintain them as a special collection. Correspondence and papers of all officers relating to Association business shall be deemed the property of the Association and shall periodically be deposited in the same collection.
Section 1. In the event of the Association's dissolution, all assets owned by it, including its archives, recording and copying equipment and cash, shall be donated to the Science Fiction organization unanimously selected by the Directors as the most capable of maintaining the archives and carrying on the Association's work in the oral history of Science Fiction.
Section 2. If the Drectors fail to find or agree upon a science fiction organization within a period of six months after dissolution, the donation shall be made to the Voice Library, Michigan State University, East Lansing, Michigan.