LAMA Bylaws

Article I

Name

The name of this nonprofit corporation shall be the Louisiana Archives and Manuscripts Association (hereinafter referred to as the Association).


Article II

Purposes

The purposes of the Louisiana Archives and Manuscripts Association are as follows:

  1. To inform the public of the role of archives in the preservation of our national state, and local heritage.
  2. To promote the preservation of archival materials.
  3. To cooperate with Louisiana genealogical and historical organizations to achieve common goals.
  4. To cooperate with the private and public archival repositories in programs which publicize archives.
  5. To cooperate with the private and public archival repositories in making archival materials available to the public.
  6. To act as a clearing house of information about public and private archival repositories of Louisiana.

In futherance of these purposes the Louisiana Archives and Manuscripts Association shall have al of the powers granted to nonprofit organizations under the laws of the State of Louisiana.


Article III

Membership

Section A:

Membership in the Louisiana Archives and Manuscripts Association is open to any person or institution wishing to endorse and support the purposes of the Association. Membership in the Association shall not be restricted for any reason arising out of sex, race, color, creed, religion, language, or ethnic or national origin.

Section B: Categories of Membership

  1. Individual members: Individuals members shall be entitled to one (1) vote.
  2. Family members: Members of the same family who reside at the same legal residence may apply for and receive a family membership. A family may include up to two (2) members who are eighteen (18) years of age or older, each of whom is entitled to one (1) vote. Additional members of the same family may be entitled to one (1) vote each on paying an additional five ($5.00) dollars annual dues.
  3. Student members: Student members shall be regular, full time students of secondary or full time students of colleges, universities, or other accredited institutions of higher education.
  4. Organizational representative members: Any nonprofit corporation, eleemosynary institution, or other society or association which desires representation in the Association may designate two (2) representatives as members of the Association who shall be entitled to two (2) votes. Additional staff members of the same organization may be entitled to one (1) vote each upon paying an additional ten ($10.00) dollars annual dues.
  5. Senior citizen members: Persons over sixty-five years of age may elect to join as Senior citizen members.
  6. Sustaining members: A sustaining member shall be a member who contributes fifty ($50.00) dollars annually to the Association. No additional voting rights are attached to this category of the active membership.
  7. Patron members: A patron member shall be a member who contributes one hundred ($100.00) dollars annually to the Association. No additional voting rights are attached to this category of the active membership.
  8. Life members: A life member shall be a member who contributes one thousand ($1,000.00) dollars to the Association. No additional voting rights are attached to this category of active membership.

Section C: Dues

Membership dues shall be determined by the Board of Directors. Unless otherwise defined, dues shall be as follows for each category of membership:

Individual $15
Family $20 for two people
(plus $5 for each additional adult)
Student $5
Organizational $30 (plus $10 for each
additional representative)
Senior Citizen $10
Sustaining $50
Patron $100
Life $1000

Five ($5.00) dollars of each annual membership, except that of student members, shall be dedicated to the LAMA Scholarship Fund.

The fiscal and membership year of the Association shall be defined as from December 1 through November 30. Dues are payable on or before December 1 of each year.


Article IV

Officers

Section A:

The officers of the Association shall be the President, Vice-President, Secretary, and Treasurer.

Section B:

The terms of the officers are as follows: The President and Vice-President shall serve terms of one (1) year, with the Vice-President serving as President-Elect and assuming the office of President at the conclusion of the term as Vice-President. The Secretary and Treasurer shall serve terms of two (2) years, elected in alternating years. The Secretary shall be elected in odd-numbered years; the Treasurer shall be elected in even-numbered years.

Section C:

Nominations for officers shall be made by the Nominating Committee, which will submit nominations to the Association through the Secretary at the same time the membership is notified of the annual meeting or any special meeting called for the purpose of electing officers.

Section D:

Election of officers shall conform to the rules for election of members to the Board of Directors as set forth below.

Section E:

An elected officer shall take office upon the conclusion of the annual meeting, or any adjournment thereof, or the special meeting for the election of Officers, or any adjournment thereof.

Section F:

In case of death, disability, or resignation of an elected officer, the Board of Directors shall appoint a successor for the balance of that term. A special meeting may be called for the election of an officer to fill the office of an officer vacated by the reason of death, disability, or resignation at the discretion of the Board of Directors or upon application by twenty (20%) percent of the membership-at-large, in writing.


Article V

Board of Directors

Section A:

The Board of Directors shall be composed of the President, Vice-President, Immediate past President, Secretary, Treasurer, and six (6) additional Directors elected by the membership at the annual meeting or any special meeting called for the purpose of electing officers and Directors.

Section B:

Qualifications: any active members entitled to vote as a member of this organization shall be eligible to be elected and to serve on the Board of Directors.

Section C:

Members of the Board of Directors shall serve staggered terms of three years with two Directors being elected each year.

Section D:

Management and government of the affairs of the Louisiana Archives and Manuscripts Association shall be vested in the Board of Directors which shall have full power and authority to:

  1. Establish major administrative and other policies governing the affairs of this organization.
  2. Designated the site of the next annual meeting not later than forty-five (45) days before each annual meeting.
  3. Acquire, own, deal with, invest, and dispose of property, both real and personal, stock certificates and securities.
  4. Create such standing or special committees in addition to these described herein as it considers advisable to carry out any purpose connected with the work of the organization.
  5. Create from time to time such regional divisions, departments, bureaus, or chapters of the organization as it may deem advisable to carry out the objectives for which the organization was create. Any chapter or other division, department, bureau, or other subdivision, shall be administered under a charter granted to it by the Board of Directors and in accordance with the articles and bylaws of said chapter or other division or department, bureau or subdivision, authorized by the Board of Directors.

Section F:

The Board of Directors shall meet at least twice annually. The Board of Directors shall make a full report at the next annual meeting of the membership of all decisions and determinations taken since the last annual meeting.

Section G:

The quorum required for a meeting of the Board of Directors shall be five (5) members, including at least one (1) officer. A quorum being present all acts of the Board shall be decided by a majority vote of the Directors present and voting.

Section H:

In the event of a vacancy on the Board of Directors, the Board may elect any active member to fill the vacant position.


Article VI

Duties of Officers

Section A:

The President shall preside at the meetings of the Association, shall serve as chairman of the Board of Directors, and shall perform such other duties customarily performed by chief executive officers.

Section B:

The Vice-President shall assist the President in the performance of his duties, shall preside in his absence, and on his death, resignation, or removal from the state, shall succeed to the presidency. The Vice-President shall also serve as President-Elect and shall assume the office of President at the conclusion of the term as Vice-President. The Vice-President shall serve as Chair of the Nominating Committee and the Scholarship Committee.

Section C:

The Secretary shall:

  1. Record the minutes of the Association and of the Board of Directors in the official minute book and distribute minutes to Board members and/or the general membership as deemed appropriate.
  2. Receive and care for any records and papers generated in the current year belonging to the Association not held by other officers and committee chairmen.
  3. Notify each member of the Association no later than fifteen (15) days prior to each meeting, giving the time and place and, whenever possible, the agenda for the meeting.
  4. Inform each member of the Board of Directors of the time and pace of each meeting and whenever possible give the agenda for such meeting.
  5. Keep an account of and promptly turn over to the Treasurer all funds of the organization which may come into his hands.
  6. Make and keep a list of the members of the organization in good standing, noting for each, the correct name, address, and category of membership.
  7. Inform the membership of the slate of persons nominated by the nomination committee at least fifteen (15) days before the annual meeting.
  8. Promote communication and exchange of information among the officers, board, membership, public, and archival institutions.
  9. Receive the records of outgoing officers and committee chairmen by February 1, following the adjournment of the annual meeting.
  10. Maintain informational files that may be generated.
  11. Transfer inactive records to the Louisiana State Archives.

Section D:

The Treasurer shall:

  1. Receive all dues and money belonging to the Association from the hands of the Secretary or members, deposit same in one or more bank accounts of the Association and shall pay out the same only for just and true indebtedness of the Association or for other purposes authorized by the Board of Directors.
  2. Report on the state of the finances of the Association at the annual meeting and at each meeting of the Board of Directors.

Article VII

Committees

Section A: Standing Committees

  1. Annual Meeting Committee: This committee shall be appointed by the President and shall be composed of at least three (3) members including a coordinating chairman, a local arrangements chairman, and a program chairman. The committee shall:
    • recommend to the Executive Board the date of the annual meeting within the time frame set by these bylaws,
    • make the local arrangements for the meeting,
    • plan the program,
    • submit a report of its activities to the Board of Directors at least forty-five (45) days prior to the opening of the annual meeting.
  2. Nominating Committee: the nominating committee shall present to the annual meeting nominations for officers and the Board of Directors established by these bylaws. The committee shall be composed of the Vice-President, as chairman, and at least two other members in good standing. The committee is authorized to conduct its business by mail or phone. All members of the committee must approve the nominees for the officers and members of the Board of Directors to be presented to the annual meeting. The nominating committee shall present to the Secretary nominations for officers and members of the Board of Directors at least forth-five (45) days prior to the opening of the annual meeting.
  3. Publications Committee: the publications committee shall be appointed by the President and shall be responsible for the Newsletter and all other publications of the Association. Its chairman shall be the Editor of the Newsletter.
  4. Scholarship Committee: the scholarship committee shall consist of the Vice-President and two other members in good standing selected by the President. It is the responsibility of the committee to:
    • promote awareness of the scholarship.
    • solicit applications for the scholarship.
    • evaluate scholarship applications and select the recipient(s) of the scholarship.
    • determine, subject to the approval of the Board of Directors, the amount of the scholarship(s) to be awarded.

Section B:

The President, with the approval of the Board of Directors, shall appoint such additional committees as are necessary for the performance of the purposes and activities of the Association.


Article VIII

Meetings

Section A:

The annual meeting of the Association shall be held between September 1 and November 30 of each year, adequate notice of which shall be given to each active member by the Secretary.

Section B:

Special meetings shall be called by the President, the Board of Directors, or upon written request of twenty (20%) percent of the active membership entitled to vote who shall state the particular purpose for which the meeting is called. Notice of a special meeting shall be given by mail by the Secretary, and at such special meetings no business other than that specified in the notice of the meeting shall be transacted.

Section C:

Twenty (20) active members entitled to vote shall constitute a quorum at any meeting of the membership-at-large. A quorum being present all acts shall be decided by majority vote of the members present and voting. The order of business shall be as follows:

  1. Called to order by the president,
  2. Reading of the minutes of the last meeting,
  3. Treasurer's report,
  4. Old business,
  5. New business,
  6. Announcements,
  7. Program,
  8. Adjournment.

Election of officers and members of the Board of Directors shall be taken up at the first item of new business when such election is required by these bylaws. The site of the next annual meeting chosen by the Board of Directors shall be included in the announcements.


Article IX

Nomination and Election of Members of the Board of Directors and Officers

Section A:

The nominating committee shall consider the names and qualifications of all candidates for officers or members of the Board of Directors and shall recommend a slate of persons to fill the annual vacancies. In compiling the slate of nominees, the nominating committee shall strive to achieve geographical balance among the officers and Directors. Election shall be held at the annual meeting of the membership, or such special meeting as shall be called for that purpose. The Secretary shall inform the membership of the slate of persons nominated by the nominating committee. At the annual meeting, or such special meeting called for that purpose, additional candidates may be nominated from the floor.


Article X

Amendments

Section A:

These bylaws may be amended in either of the following fashions:

  1. The Board of Directors shall submit to a meeting of the membership any proposed amendment submitted in writing to the Board and signed by ten (10) active members. Notice of the proposed amendment, together with notice of the time and place of the meeting which shall consider it, shall be given to the members in the manner provided for calling meetings of the membership. Adoption of such proposed amendment, or any proposed revision germane thereto, shall require the affirmative vote of a majority of the active members present and voting at such meeting, a quorum being present.
  2. The Board of Directors may amend these bylaws by affirmative vote of a majority of the Directors present and voting at a Board meeting at which a quorum is present, and after at least fifteen days prior to written notice. Amendments so adopted shall take effect immediately but shall be presented for review at the next annual meeting at which time, a quorum being present, a majority of the active members present and voting shall decide whether or not to approve the amendments and allow them to remain in effect.

Section B:

No provision hereof shall be construed in a manner consistent with the laws of the State of Louisiana or with the Articles of Incorporation of the Louisiana Archives and Manuscripts Association.